Georgia Sample Letter for Response to Employee Complaint about Smoking

• Category: Letters - Nonlegal - Responses
• State: Multi-State
• Control #: US-0555LR
• Format: Word; Rich Text

Description

Sample Letter for Response to Employee Complaint about Smoking Subject: Acknowledging and Addressing Your Concerns — Response to Employee Complaint about Smoking Dear [Employee's Name], We would like to express our gratitude for taking the time to raise your concerns regarding smoking on our premises. We value your feedback and recognize the importance of addressing employee complaints promptly and efficiently. As advocates for a healthy and smoke-free work environment, we are committed to providing a safe space for all employees. To ensure clarity and transparency, we have prepared a detailed response highlighting our actions and procedures in regard to smoking: 1. Smoke-Free Policy: Our company strictly adheres to Georgia state laws and regulations regarding indoor smoking. As such, we have implemented a comprehensive Smoke-Free Policy to protect the health and well-being of all our employees. Smoking is prohibited in all indoor areas, including common areas, restrooms, and meeting rooms. This policy extends to company-owned vehicles as well. 2. Smoking Designated Areas: In accordance with Georgia laws, we have designated specific outdoor areas where smoking is permitted during designated break times. These areas are segregated from entrances, air intake vents, windows, and common areas to minimize any potential discomfort or health risks for non-smokers. Adequate ashtrays and disposal units are provided in these designated zones for proper waste management. 3. Reporting Unauthorized Smoking: We encourage all employees to report any instances of unauthorized smoking in prohibited areas. We take these complaints seriously, as they infringe upon the rights of non-smokers and the integrity of our Smoke-Free Policy. Once a complaint is received, our management will promptly investigate and take appropriate actions to address the issue. Employees who violate the policy may face disciplinary measures as outlined in our Employee Code of Conduct, including verbal and written warnings. 4. Promoting Awareness: To ensure that all employees are aware of our Smoke-Free Policy, we have implemented various awareness initiatives. These include prominently displaying no-smoking signage throughout the premises, conducting regular awareness sessions during employee orientations, and providing educational materials highlighting the dangers of smoking and the benefits of maintaining a smoke-free environment. 5. Employee Support: Recognizing that smoking addiction is a personal struggle, we are committed to supporting our employees who wish to quit smoking. We encourage all smokers to take advantage of the available support systems, such as employee assistance programs (Maps), counseling services, and health initiatives. We provide resources and information on smoking cessation programs, both within the organization and externally, to aid employees in their journey toward a smoke-free lifestyle. Furthermore, we hope this detailed response clarifies our commitment to addressing your concerns and maintaining a healthy work environment for all employees. Your feedback is invaluable, and we encourage you to continue reporting any violations of our Smoke-Free Policy so that we can swiftly address them. If you have any further questions or suggestions, please feel free to reach out to our Human Resources department. Thank you again for bringing this matter to our attention, and we assure you that we will continuously strive to provide a safe and comfortable workplace. Sincerely, [Your Name] [Your Position] [Company Name]

Subject: Acknowledging and Addressing Your Concerns — Response to Employee Complaint about Smoking Dear [Employee's Name], We would like to express our gratitude for taking the time to raise your concerns regarding smoking on our premises. We value your feedback and recognize the importance of addressing employee complaints promptly and efficiently. As advocates for a healthy and smoke-free work environment, we are committed to providing a safe space for all employees. To ensure clarity and transparency, we have prepared a detailed response highlighting our actions and procedures in regard to smoking: 1. Smoke-Free Policy: Our company strictly adheres to Georgia state laws and regulations regarding indoor smoking. As such, we have implemented a comprehensive Smoke-Free Policy to protect the health and well-being of all our employees. Smoking is prohibited in all indoor areas, including common areas, restrooms, and meeting rooms. This policy extends to company-owned vehicles as well. 2. Smoking Designated Areas: In accordance with Georgia laws, we have designated specific outdoor areas where smoking is permitted during designated break times. These areas are segregated from entrances, air intake vents, windows, and common areas to minimize any potential discomfort or health risks for non-smokers. Adequate ashtrays and disposal units are provided in these designated zones for proper waste management. 3. Reporting Unauthorized Smoking: We encourage all employees to report any instances of unauthorized smoking in prohibited areas. We take these complaints seriously, as they infringe upon the rights of non-smokers and the integrity of our Smoke-Free Policy. Once a complaint is received, our management will promptly investigate and take appropriate actions to address the issue. Employees who violate the policy may face disciplinary measures as outlined in our Employee Code of Conduct, including verbal and written warnings. 4. Promoting Awareness: To ensure that all employees are aware of our Smoke-Free Policy, we have implemented various awareness initiatives. These include prominently displaying no-smoking signage throughout the premises, conducting regular awareness sessions during employee orientations, and providing educational materials highlighting the dangers of smoking and the benefits of maintaining a smoke-free environment. 5. Employee Support: Recognizing that smoking addiction is a personal struggle, we are committed to supporting our employees who wish to quit smoking. We encourage all smokers to take advantage of the available support systems, such as employee assistance programs (Maps), counseling services, and health initiatives. We provide resources and information on smoking cessation programs, both within the organization and externally, to aid employees in their journey toward a smoke-free lifestyle. Furthermore, we hope this detailed response clarifies our commitment to addressing your concerns and maintaining a healthy work environment for all employees. Your feedback is invaluable, and we encourage you to continue reporting any violations of our Smoke-Free Policy so that we can swiftly address them. If you have any further questions or suggestions, please feel free to reach out to our Human Resources department. Thank you again for bringing this matter to our attention, and we assure you that we will continuously strive to provide a safe and comfortable workplace. Sincerely, [Your Name] [Your Position] [Company Name]