A warning letter for using personal computers at the workplace is a document written by an employer, in which he addresses his employee and warns him against breaking the company policy of not using a personal computer at the workplace.
Some companies allow, rather encourage, the employees to bring and use their own laptops, as it enables the employees to easily access their documents whenever and wherever required, instead of reaching out to the office computer every time some document is needed. On the contrary, in other companies, the scenario is completely opposite. The employees are prohibited to use their personal computers at the workplace due to the:
- Type of the company’s business,
- Trade secrets,
- Confidential information, etc.
When an employee has been instructed to use the office computer instead of his personal one, and he still brings his personal computer to the workplace, the organization has to issue him a warning letter. If the information is extremely confidential, the organization might directly terminate an employee, even without giving a warning.
The general details included in a warning letter are:
- Date.
- Details of the employer.
- Details of the employee.
- The incidence of using the personal computer.
- Reasons why it is not allowed, such as confidential information.
- Warning.
- Consequences if repeated.
- Offer technical help, if required.
- Signature.
Using a personal computer on the company network is a major issue for some companies and hence, it cannot be tolerated. If any secret information gets leaked or shared, intentionally or unintentionally, the company might have to suffer to a large extent, which obviously it cannot afford. Therefore, it aims to control the information by securing it only on the office computers and networks.
This warning letter goes in the employee file as a reference for any company actions in the future, which is why the employees try to avoid getting such warning letters.
Sample Letter
Date
Name
Address
Dear Mr. John,
I am writing this letter to warn you against bringing and using your personal computer in the workplace on 5th July 2019.
As a security department employee, it is clearly stated as a clause in your contract that you cannot bring your personal computer in the company building as well as cannot access the company network from the outside. There is a lot of secured and confidential information in our system which, if shared or released, can do the company major harm.
Being aware of all this, you still brought your personal laptop and connected it to the company network. Upon your manager’s inquiry, you mentioned that the office computer was giving you problems. You should have consulted the IT department for it, rather than bringing your own computer.
As this was the first time, we are only giving a warning letter. However, if such behavior gets repeated, we would be forced to cancel your contract.
Let us know if you need any help with the office computer. We hope to see an improvement.
Regards,
Shelly William.
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