Maryland 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 Sample Letter for Response to Employee Complaint about Smoking in Maryland: [Company Logo] [Company Name] [Company Address] [City, State, Zip Code] [Email Address] [Phone Number] [Date] [Employee's Name] [Employee's Position] [Employee's Department] [Employee's Address] [City, State, Zip Code] Dear [Employee's Name], RE: Response to Employee Complaint about Smoking I hope this letter finds you well. I am writing in response to your recent complaint about smoking in the workplace at [Company Name]. We take all employee concerns seriously and fully comply with the state of Maryland's smoking regulations. As per Maryland law, smoking is prohibited in enclosed areas of workplaces, including common areas, lobbies, hallways, restrooms, break rooms, and any other area where employees gather or pass through during the course of their duties. Furthermore, the Maryland Clean Indoor Air Act strictly prohibits smoking within 25 feet of entrances, exits, and windows that open into enclosed areas. It is our utmost priority to provide a healthy and safe working environment for all our employees. To address your complaint effectively, we have taken the following actions: 1. No-Smoking Policy Reinforcement: We will be reiterating our no-smoking policy to all employees through company-wide communication channels, such as email reminders, bulletin board postings, and employee meetings. It is our expectation that all employees comply with this policy and respect their colleagues' rights to a smoke-free workplace. 2. Designated Smoking Area: We understand that some employees are smokers, and while we cannot allow smoking within the premises, we will designate a clearly marked outdoor smoking area that complies with Maryland law. This area will be located at least 25 feet away from any entrances, exits, or windows. Your feedback is valuable to us, so we will also consider any suggestions or concerns you have regarding the designated smoking area's location and amenities. 3. Policy Enforcement and Disciplinary Actions: We will strengthen our efforts to enforce our no-smoking policy and take appropriate disciplinary action against any employee found in violation. Reporting any violation promptly will assist us in addressing the issue effectively. 4. Complaint Follow-Up Process: We understand the importance of open communication and prompt resolution of workplace concerns. To ensure transparency, we will implement a complaint follow-up process. This process will include regular check-ins regarding any persistent issues related to smoking in the workplace and ensure that appropriate actions are taken in a timely manner. Please know that we appreciate your dedication to creating a healthier work environment. Your complaint will help us improve and maintain a safe space for everyone at [Company Name]. If you have any further concerns or suggestions, please do not hesitate to reach out to me or our HR department. Thank you for your understanding and cooperation in this matter. Together, we can ensure a positive and healthy work environment. Sincerely, [Your Name] [Your Position] [Company Name]

Sample Letter for Response to Employee Complaint about Smoking in Maryland: [Company Logo] [Company Name] [Company Address] [City, State, Zip Code] [Email Address] [Phone Number] [Date] [Employee's Name] [Employee's Position] [Employee's Department] [Employee's Address] [City, State, Zip Code] Dear [Employee's Name], RE: Response to Employee Complaint about Smoking I hope this letter finds you well. I am writing in response to your recent complaint about smoking in the workplace at [Company Name]. We take all employee concerns seriously and fully comply with the state of Maryland's smoking regulations. As per Maryland law, smoking is prohibited in enclosed areas of workplaces, including common areas, lobbies, hallways, restrooms, break rooms, and any other area where employees gather or pass through during the course of their duties. Furthermore, the Maryland Clean Indoor Air Act strictly prohibits smoking within 25 feet of entrances, exits, and windows that open into enclosed areas. It is our utmost priority to provide a healthy and safe working environment for all our employees. To address your complaint effectively, we have taken the following actions: 1. No-Smoking Policy Reinforcement: We will be reiterating our no-smoking policy to all employees through company-wide communication channels, such as email reminders, bulletin board postings, and employee meetings. It is our expectation that all employees comply with this policy and respect their colleagues' rights to a smoke-free workplace. 2. Designated Smoking Area: We understand that some employees are smokers, and while we cannot allow smoking within the premises, we will designate a clearly marked outdoor smoking area that complies with Maryland law. This area will be located at least 25 feet away from any entrances, exits, or windows. Your feedback is valuable to us, so we will also consider any suggestions or concerns you have regarding the designated smoking area's location and amenities. 3. Policy Enforcement and Disciplinary Actions: We will strengthen our efforts to enforce our no-smoking policy and take appropriate disciplinary action against any employee found in violation. Reporting any violation promptly will assist us in addressing the issue effectively. 4. Complaint Follow-Up Process: We understand the importance of open communication and prompt resolution of workplace concerns. To ensure transparency, we will implement a complaint follow-up process. This process will include regular check-ins regarding any persistent issues related to smoking in the workplace and ensure that appropriate actions are taken in a timely manner. Please know that we appreciate your dedication to creating a healthier work environment. Your complaint will help us improve and maintain a safe space for everyone at [Company Name]. If you have any further concerns or suggestions, please do not hesitate to reach out to me or our HR department. Thank you for your understanding and cooperation in this matter. Together, we can ensure a positive and healthy work environment. Sincerely, [Your Name] [Your Position] [Company Name]