Manage Employee Issues with HR Mails to Employees - Empxtrack
warning letter to employee

Are you expected to communicate with employees often to resolve issues and discuss challenges? To communicate effectively, use these pre-written HR mails to employees and increase productivity, save time and share consistent and professional communication.

Why do you need to send HR Mails to Employees?

Today professional communication is extremely frequent and necessary. Employees work at multiple locations, across numerous time zones and continuously evolving business environments.

A survey by McKinsey conducted in 2012 states that the professional desk workers spend more than 28% of their working hours dealing with emails. And these numbers are increasing with each passing day!

There is significant stress involved in identifying ways to communicate effectively with employees – especially when you may not know them personally, may not be aware of what they do and have yet to build a relationship with them. In brief, you are not accepted as a trusted advisor in their eyes.

To save you from all this hard work and uncertainty, we created a few HR Email templates in the first part of this blog post. It was received very well with 1000s of page views.

Based on the feedback, numerous responses and request for more frequently used mails, we are sharing some more HR Mails to Employees to assist you in your day-to-day communications.

We hope that we can assist you in your job and help you achieve your objectives!



Template 4. Employee taking frequent leave of absence

It is essential to maintain a work-life balance and taking some time-off is normal and expected.

Each organization provides paid-time-off to employees to allow them to handle personal exigencies and participate in hobbies of their choice. At the same time, employees cannot take days-off without an approval from their supervisor or at the cost of compromising work and deadlines.

Often supervisors approach HR to counsel employees if an employee is taking too many unplanned vacations. You can use the following HR mail to employee to start a conversation.

Note: You can find statistics on Employee leave trends by viewing this blog.

Hi <first name>,

Hope you’re doing well!

We believe in maintaining work-life balance and encourage employees to take time off for leisure activities and rejuvenate themselves.

While studying leave records for the prior few months I noticed that you have a significant number of unpaid days without approval of your manager. I would like to understand if you are facing any specific problems that are leading to this situation. Besides impacting productivity of you and your team, this can impact your career as well.

Would you have some time <tomorrow between 3pm and 5pm> for a chat over a cup of coffee?  Let me know and will share an invite to block our calendars.

I would like to reassure you that I am always there to help all employees and ensure that they enjoy the time being spent at office.

Please feel free to reach out to me and speak out your heart anytime.

<Your name>

Template 5. Request Employee Feedback

Employee feedback is very valuable to understand engagement, pre-emp employee related challenges and to introduce changes in the work environment.

There are a variety of surveys that organizations run periodically to gather such inputs. Unfortunately, employees often do not often respond to these requests unless reminded 2-3 times.

Here is a ready to use HR mail that can remind employees to participate in this activity.

P/S Click on the link you want to read more on designing an Employee Satisfaction Survey

Hi <first name>,

Hope you’re doing well!

I would like to thank you for sharing your valuable suggestions so far and helping us to make our workplace an amazing place to work at. I sincerely believe that we can make great things happen together!

It’s time for another round of your feedback and I would like you to spare few minutes for the employee survey and tell us how we can improve.

As always, our surveys are anonymous to allow everyone to put in an honest viewpoint, unhesitatingly.

Your answers, suggestions and even criticism will be treated with utmost confidentiality and I look forward to your inputs.

Please feel free to reach out to me and speak out your heart anytime.

<Your name>

A self-service portal for upto 25 employees at absolutely no cost

*No credit card required

Template 6. Appreciate Team Members

Everyone likes to be recognized and appreciation is a fundamental element for any employee engagement initiative.

Never miss any opportunity, small or big, to appreciate an employee and thank them for their contributions.

You can use the following template to quickly create an appreciation mail and become popular with everyone in the company.

Here is another great idea! Build a company specific social feed platform where you can share news and achievements with everyone. We find this increases camaraderie, builds competition and helps increase productivity.

Hi <first name>,

I would like to thank you for putting in your best efforts, pushing your limits and making <project name or initiative> a big success.

I came to know about this in the company meeting when our CEO received the client’s email regarding your contributions. What an incredible job!

We are very proud of your achievements and hope that you continue to meet and exceed our customers’ expectations.

You deserve a big round of applause and mean a lot to mem.

Keep up the good work!

Please feel free to reach out to me and speak out your heart anytime.

<Your name>

Concluding thoughts

  • Hope you find these HR mails to employees useful! Please let us know by sharing your thoughts and comments below.
  • While these may not address the challenges you face in each situation, yet we hope that they can be helpful to initiate a conversation and progress towards a solution.
  • We believe that these HR mail templates are probably the best and least intrusive ways to elicit attention of an employee. Of course you have formal means to grab their attention such as issuing a warning letter.
  • Empxtrack contains a letter generation  section that can store all your letter templates with formats. Mail merge functionality allows you to quickly generate the desired letters, include employee details (such as name, manager name, department, title etc.) and send it immediately. You can save time and standardize the HR process across your company !
  • If there are any other interesting templates that you would like to add, please use the comment section below and we will be happy to attribute them to you.


  1. mail to employees who sit late in the office, to inform their boss as well as me(HR) to track their extra working hours, currently due to lack of communication we are not getting their exact extra hrs of working

  2. It is a beautiful article stating about the manage employee issues with hr email templates .Anyone searching for same topic may find their shelter here. I am sure many people will come to read this in future. Great blog indeed, will visit again future to read more!! I love your posts always.

  3. Hello Dear,

    I Like Your Blog Very Much. I see Daily Your Blog, is A Very Useful For me.

    Everything has its value. Thanks for sharing this informative information with us. GOOD works!

  4. I think it’s really great of you to suggest using HR software or templates to generate emails to employees not only for reminders but also to get them to reply to surveys undertaken by the company. I would imagine a business owner not want to spend so much time generating emails to his employees — the time could be better spent! I will definitely share about using HR templates to anyone who may be interested in managing a business.

  5. Hi,
    I have a given a relieving document to an employee with few mistakes.
    How do I compose an email to employee with new document by accepting the mistake.

    1. You can send the correct document along with a small message
      “Dear ____,

      I seek apology for the mistakes that I made in your relieving letter. I regret the inconvenience caused to you due to the wrong information provided in the letter.

      I am sharing another relieving letter with correct information. Kindly accept it and send your acknowledgement.

      Thank you for kindness and understanding the situation.

      Warm regards
      ___________ “

Leave a Reply

Your email address will not be published.


16 + ten =