Manage Employee Issues with HR Mails to Employees (Part 2)

warning letter to employee

HR on Cloud

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 had created a few HR Email templates (Part 1) in the earlier 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>

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>

Template 7. Record Extra Working Hours of Employees

Employee time tracking is essential to maintain a record of exact working hours of employees.

Especially in the times of pandemic, when employees are working from home, it has become difficult for HR to track extra work hours spent by employees on different projects.

Most of the organizations use employee timesheet software to track employee activities and manage projects efficiently. This saves HR’s time and effort.

Remind your employees to keep their manager and HR informed about their overtime for accurate payroll calculation.

Hey <first name>,

We have noticed that you have been spending extra hours for the past few weeks to meet your project deadlines. The company appreciates your hard work and commitment.

At the same time, we would like to inform you that due to , we are not able to record your exact extra working hours.

Incorrect record of overtime may result in inaccurate payroll or compensatory offs. I would request you to share your extra working hours to your reporting manager and HR on a daily basis. This will help us maintain the records accurately.

Let me know if you have any queries. We would be happy to assist you!

<Your name>

Template 8. Warn Employees for Taking Frequent Breaks

Each organization has certain policies to keep the workforce disciplined. These policies cover things like company code of conduct, office timings, employee behavior, mobile phone usage and more.

Furthermore, any employee violating these policies is subjected to disciplinary action.

Most commonly, team leaders and supervisors often complain about frequent or prolonged breaks taken by their team members. Frequent breaks directly impact employee productivity and also hampers team performance as a result.

It is important to take appropriate action when any such incident is observed. So here is an email template that you can send to your employees to warn them about taking frequent breaks.

Dear <employee name>,

We have noticed that you have been taking frequent breaks during office hours. We expect all employees to follow the office guidelines and not violate any policies.

For your information, all employees are allowed to have three breaks each day: morning tea break, lunch break and snack break in the evening. We strongly advise you to obey the break timings.

As this is your first warning, hence no action will be taken. However, we want to make it clear that any future violations of company policy would result in disciplinary action.

We hope you will follow the company policies.

<HR Team>

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 !
  • Refer to some more commonly used HR Email Templates (part 1) that you can quickly use for effective communication with employees.
  • 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.

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TAGS: Employee Engagement, Employee Productivity, HR, HR Software, HRMS

44 thoughts on “Manage Employee Issues with HR Mails to Employees (Part 2)”

    • You can write a mail with the following content “This is a formal request to all the employees to collect their medical insurance cards from the office reception on….. (mention the day and the date) “

    • Dear HR,
      It’s just been two months and already I am not comfortable working with this company. AM is very rude and fails to have the basic etiquettes to speak to someone. They expect robotic speed and expect the employee to know it all in their 2nd month of the job.

      I would please request you to let me know if there’s any other team/department which is respectful and are looking for team members to work with them. I’ll be happy to work for them. But, not for the current one.

      Thank you for your understanding. You’ve always been kind and helpful.


      • You can write an email with the following content

        Dear ,

        I appreciate that you shared your concern with me.

        I understand that you are not comfortable working with your current manager. Our employees’ happiness and well being is our top priority. Hence, I would like to talk to you about the same.

        Let me also schedule a meeting for a one to one conversation between you and your manager at (time) on (date) in (place).

        Post discussion, if you don’t feel comfortable working with your manager, please feel free to apply for internal vacancies for team transfer.

        Looking forward to meeting you.

  1. i need an mail for senior management to persuade them to make strict guidelines for employees regarding the office communications which shoulf occur between 9am TO 7 pm.

  2. very helpful and amazing webpage. will surely need a lot of help from you guys in future.. God bless and keep up the good work

    • You can send an email with the following content “It has been noticed that you have repeatedly missed out on marking clock in-and-out time on a daily basis. This is a polite reminder for you to regularly and correctly mark your attendance to avoid incorrect salary calculation.”

    • You can formulate the mail content as-
      “I recently got to know about the upcoming projects in your department. It is assumed that you would require more manpower to delegate tasks and complete projects within deadlines.

      Hence, you are requested to share the manpower plan for your department. Provide the complete details including number of employees required for full time or part time positions. Let me know a suitable time to discuss this further and finalize the job description for the positions.”

    • You can write a mail with the following content-
      “This is a formal request to all employees working on (Project name) to come to office on Friday (date).

      Since you know the last day of project delivery is , I would like you all to come to the office on Friday and complete all the pending tasks as soon as possible. I appreciate the effort of each team member who has been involved in this project so far. Now it is time for all of us to achieve this last milestone.

      Kindly inform in advance in case you would not be able to come to the office.

      I look forward to the timely completion of work.”

    • Sharing a template for a message that you can send to your employees. Modify and use it as needed.

      “Hello ______,

      It has been noticed that your work time, leaves and timesheets are not filled for this month. This is a polite reminder for you to update your work timings before the end of the day today. Delay in submitting these details may result in loss of pay or accrued leave. Kindly do the needful.
      If you have any questions, please contact your supervisor/ manager at the earliest.

      Warm regards
      ___________ “

    • Kindly refer to email template no.8 in the above post. You can send this to your employee to warn them about taking frequent breaks.

  3. i want to draft a mail to employees regarding oct month TDS charged high as per last salary , every one has raise the question like why suddenly TDS amt so high , the reply is we shifted new software for last and some break up issues that why TDS calculation will charged high, next month will be it corrected and whatever difference amount will be adjusted their coming salary calculation

  4. 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

  5. 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.

  6. 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!

  7. 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.

  8. 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.

    • 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
      ___________ “


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