Subject: Addressing Your Employee Complaint about Smoking at the Workplace — Indiana Sample Letter Dear [Employee's Name], I hope this letter finds you in good health and spirit. We recently received your complaint regarding smoking in the workplace, and I appreciate your willingness to bring this issue to our attention. As per our commitment to maintaining a healthy work environment, I assure you that your concerns are being taken seriously. Here at [Company Name], we prioritize the well-being and comfort of all our employees. We strictly adhere to the smoking regulations put forth by the state of Indiana. To address your complaint, we have thoroughly investigated the matter and taken the necessary steps to promote a smoke-free workplace. Your feedback has helped us identify potential areas of improvement, which we will address promptly. We have implemented several measures to ensure proper enforcement of our smoking policy. These include designated smoking areas, clearly marked with signage, located [describe locations such as far from the main entrance or in secluded spaces]. All smoking breaks should be taken in these designated areas only, ensuring minimal disturbance to the non-smoking staff. To further support our efforts in creating a smoke-free atmosphere, we have reinforced our communication to all employees regarding the smoking policy. Information has been shared through staff meetings, email reminders, and updated policy documents. We have also authorized our managers and supervisors to take immediate corrective action against any employee found violating the policy. Additionally, we understand that some individuals may be particularly sensitive to smoke or have respiratory concerns. Our HR department is readily available to provide assistance, guidance, or necessary accommodations to affected employees. We encourage you to reach out to our HR representative if you require any support or have further concerns. [Optional — If applicable:] In light of your complaint, we acknowledge the importance of maintaining open lines of communication. We are in the process of forming an employee health and wellness committee, which will act as a forum for addressing and discussing such concerns. This committee will comprise representatives from different departments and will periodically review workplace policies to ensure they are aligned with the wellbeing of our employees. At [Company Name], it is essential for each employee to feel comfortable in their work environment, and we thank you for raising this matter. Your feedback helps us create a healthier workplace for all our staff members. We encourage you to continue reporting any issues or suggestions that can contribute to the ongoing improvement of our policies and practices. Thank you once again for bringing this concern to our attention. If you have any further questions or require additional assistance, please don't hesitate to contact me or our HR department. We value your dedication and commitment to our organization and assure you that your feedback is appreciated and will be appropriately addressed. Sincerely, [Your Name] [Your Position] [Company Name]
Indiana Sample Letter for Response to Employee Complaint about Smoking
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How to fill out Sample Letter For Response To Employee Complaint About Smoking?
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To file a smoking ban complaint, please contact your local Excise Police district using the map and informaton found on this page - Indiana State Excise Police district offices.
Write this letter in a calm, controlled tone. Expressing too much emotion will weaken your position. Avoid insulting the employee, but accurately describe what he or she did or said that merits a complaint. Since your letter focuses on a single individual, avoid making generalizations about the company or organization.
Create a friendly environment. Creating a safe, non-judgmental space for employees to voice their concerns is essential for companies looking to create a friendly environment where employees are not scared to speak up. ... Acknowledge the complaint. ... Ask questions. ... Identify potential solutions. ... Schedule a follow-up meeting.
You could try saying something like, ?I can see that you're upset by this, and while I respect your right to express yourself, I feel that your tone is disproportionate to the situation.? Assessing the content and context and really getting a sense of the why and how will help you navigate the best possible response ...
Information To Include in Your Letter Give the basics. Tell your story. Tell the company how you want to resolve the problem. Be reasonable. File your complaint. Your Address. Your City, State, Zip Code. [Your email address, if sending by email] Date.
The letter should include clear details about what the behavior was, how it violated company policies, and any consequences that may result from future occurrences. Additionally, it should provide guidance on how the employee can improve their behavior moving forward.
Honest, direct discussion will often lead to a resolution. If you have attempted to resolve the problem without success or if you are not comfortable addressing the problem on your own, discuss the problem and possible solutions with your immediate supervisor, human resources or a union representative.
Basic rules keep your letter to the point. You need to give enough detail for your employer to be able to investigate your complaint properly. ... keep to the facts. ... never use abusive or offensive language. ... explain how you felt about the behaviour you are complaining about but don't use emotive language.
