In this article, we will learn how to write a warning letter for unauthorized use of company vehicle.
You may need to write a warning letter to someone who has used a company car for personal business.
If they have done so without permission, then the most effective way to deal with it is to issue a warning letter.
Here are a few tips to help you write the perfect warning letter:
- State what the employee did and why the behavior was not acceptable.
- Specify the consequences of the behavior and list them clearly.
- Let the employee know you are prepared to pursue any other appropriate action if necessary.
Let’s dive into some examples.
Here Are Some Samples To Guide You.
Sample #1
Dear ___________,
We are writing to inform you that unauthorized use of our company vehicle has been detected. This is a serious violation of our policy and the law.
If this behavior continues, we will take appropriate actions, including possible legal action.
Thank you for your attention to this matter.
Sincerely,
Your ___________
Sample #2
Dear ____,
We are writing to inform you that your company vehicle was used without authorization on ____. We are appalled that your company vehicle was used in this manner and we are requesting that you take appropriate action to address this issue.
We strongly discourage unauthorized use of company vehicles and expect that all employees will comply with company policies and procedures. If you have any questions or concerns about this matter, please contact our office immediately.
Thank you for your attention to this matter.
Sincerely,
Your Name
Sample #3
Dear [Company Name],
We are writing to let you know that we have discovered that one of your employees has been using your company vehicle for personal use. This unauthorized use of the company vehicle is a violation of company policy and is not acceptable.
We strongly urge you to take action to address this issue immediately. If the unauthorized use of the company vehicle continues, we may pursue appropriate disciplinary measures.
Thank you for your attention to this matter.
Sincerely,
[Your Name]
Sample #4
Hello ____,
We are writing to you to remind you that your vehicle was not authorized for use by your company. Your vehicle was used without proper authorization and as a result, you are in violation of company policy.
We strongly advise you to immediately cease any use of your company vehicle and to turn it in to your supervisor. If you do not comply, we will take appropriate action to enforce our policy.
Thank you for your attention to this matter.
Sincerely,
[Your Name]
Sample #5
Dear __________,
We are writing to you to remind you that unauthorized use of your company vehicle is not tolerated.
Our policy is to only allow employees to use company vehicles for work purposes. Any use that is not related to work is prohibited.
We appreciate your attention to this matter and will take appropriate action if this policy is violated.
Thank you for your cooperation.
Sincerely,
__________
Hello ____,
We are writing to you to remind you that it is strictly prohibited for any individual to use the company vehicle for any purpose other than work. Any unauthorized use of the vehicle will result in a disciplinary citation and possible termination of your employment.
Thank you for your attention to this matter.
Sincerely, ____
Sample #7
Dear [Company Name],
We are writing to you to notify you of an unauthorized use of your company vehicle.
On [Date], an individual using your company vehicle without authorization drove the vehicle to [Location]. The vehicle was not authorized for use at the [Location] and was not in compliance with the company’s safety and security policies.
We are disappointed that an unauthorized individual was able to use your company vehicle in this manner. We urge you to take action to ensure that this does not happen again.
Thank you for your attention to this matter.
Sincerely,
[Your Name]
Sample #8
Hello __________,
We are writing to you to remind you that you are not authorized to use the company vehicle for personal purposes. We understand that you may need the vehicle for work purposes, but using it for personal purposes is not allowed.
We are also writing to ask you to please refrain from using the vehicle for any unauthorized purposes. If you continue to use the vehicle for unauthorized purposes, we may take appropriate action, including issuing a warning letter.
Thank you for your cooperation in this matter.
Sincerely,
[Your Name]
Sample #9
Dear valued customer,
We are writing to inform you that your company car was recently used without authorization. We understand that you may be upset that your company car was used without your permission, but we ask that you please understand that this was not an intentional act on the part of our employees.
We are sorry for the inconvenience this has caused and we will take steps to ensure that this does not happen again.
Thank you for your understanding.
Sincerely,
[Your name]
Sample #10
Dear ___________,
We are writing to you because we have learned that you have been using company vehicles without authorization. This is against company policy and is not acceptable.
We ask that you stop using company vehicles and return them immediately. If you do not comply, we will take appropriate action, including filing a complaint with the authorities.
Thank you for your cooperation in this matter.
Sincerely,
[Your Name]
When an employee unauthorized uses company property, a warning letter may be the appropriate disciplinary action. Here are five tips for writing a warning letter:
1. State the facts clearly
Begin your letter by stating the facts of the situation. For example, you might write, “Your employee was caught driving our company car without authorization.” Be sure to include dates, times, and locations of the incidents.
2. Set a clear example
Make it clear that if this behavior continues, there will be consequences. For example, you might write, “If this behavior continues, your employee could be subject to disciplinary action, including possible termination.”
3. Make clear the consequences
Explain the consequences of the employee’s continued behavior. For example, you might write, “If your employee continues to drive our company car without authorization, they could be subject to disciplinary action, including possible termination.”
4. Offer an apology
Apologize for the inconvenience and stress the unauthorized use of company property has caused. For example, you might write, “We are sorry for the inconvenience our employee’s unauthorized use of our car has caused. We will do everything we can to prevent this from happening again.”
5. Follow up
Make sure to follow up with the employee to ensure they received the warning letter and understand the consequences of their behavior.
For example, you might write, “Thank you for your email. We hope you understand the seriousness of driving our company car without authorization and the consequences that could follow.”