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Employee Query Letter – Format, Meaning, Tips, and Examples

June 15, 2022
HR Toolkit

There might be situations in your company when you come to know that a particular employee or a team is not functioning well. Therefore, in order to know the exact reason, you need to write an Employee Query letter to the concerned employee or team.

However, before issuing an employee query letter make sure that you offer several progressive warnings. If the employee fails to abide by those prior warnings, a written query letter is the last option if you don’t want to fire the employee.

Organizing your thoughts and framing such letters with appropriate words seems a bit difficult. Therefore, in order to help you with this kind of letter, UBS HR Toolkit is the best solution offering you a ready-to-use and customized employee query letter sample.

In this blog, we will discuss everything from what is an employee query letter to how to write an employee query letter, samples, and examples. Read further to know more.

So, what is a query letter to an employee?

What is Employee Query Letter?

An employee query letter is a letter sent to an employee or a team that is failing to function the way it was expected to. It is written to know the reason for a lack of performance.

A query letter to the employee is the best form of communication if all the prior warnings are futile. There may be reasons why an employee is not able to follow the verbal warnings:

  • The employee or the team might have misunderstood the implications of the verbal warnings. 
  • The misunderstandings might occur because of the choice of words and tone of the warning.

If this is the case, you might know how to write a query letter to the employee/team. Here we go with the same.

How to Write a Query Letter to Employee?

If you are writing a query letter to the employee:

  • Introduce yourself as the manager of that particular department to enquire about the issue that occurred to that employee.
  • Always mention the employee’s name along with the department name.
  • Mention in detail the kind of misconduct shown by the employee.
  • Also, explain how the wrongful behavior is/can affect the organization’s work or environment.
  • In the letter, clearly specify how the behavior is to be dealt with.
  • Inform the team lead to take the necessary disciplinary action against the misconduct of that employee.

How to Write Employee Query Letter to a Team?

If you are writing the query letter to a particular team:

  • You can introduce yourself as the Human Resource Executive in order to inquire about the issue that has occurred under the leadership of that particular team lead.
  • Mention the team leader’s name in the letter.
  • Inform the condition of the members of that team functioning under the particular team.
  • Detail the mistakes made by the members of the team.
  • Advice the team members to show sincerity towards the work and strictly follow all the rules and regulations.
  • Ask the employees to clear the doubts(if any) through phone or email.

Download the easy-to-use customized query letter templates and other HR letter templates from the Best HRMS Software India.

Employee Query Letter

Note: This letter will be useful to you! You can edit it, as your needs and requirements.

Employee Query Letter Format

Employee Query Letter Format

Employee Query Letter Example

Employee Query Letter Example

How to Draft an Employee Query Letter?

Download the Employee Query Letter Template Now!!

UBS is India’s leading HRMS Software to help the startups, HRs, and operation managers of the company. We are here to help you and your company by providing this Employee Query Letter HR template, which will assist you in creating a perfect one! This will save you or your HR department time, money, and effort while also assisting you in reaching new heights of success in your work and business!

This Employee Query Letter contains techniques for capturing your reader’s attention. It is written by HR professionals, is intelligently structured, and is simple to use. Pay close attention to the most popular HR templates that meet your requirements.

Get this Human Resources Employee Query Letter template right now!

Also if you are looking for other HR templates? Browse through our database and have free access to a wide range of premium HR documents, HR forms, Job Descriptions, etc.

Alpesh Vaghasiya

Alpesh Vaghasiya

The founder & CEO of Ultimate Business Systems Pvt. Ltd. (UBS), I'm on a mission to help small and medium-sized companies to grow to the next level of accomplishments. With a distinctive knowledge of authentic strategies and team-leading skills, my mission has always been to grow businesses digitally. The core mission of UBS is Connecting people, Optimizing the process, Enhancing performance.

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