Mississippi 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 [Your Name] [Your Title/Position] [Your Company Name] [Company Address] [City, State, ZIP Code] [Email Address] [Phone Number] [Date] [Employee Name] [Employee Address] [City, State, ZIP Code] Subject: Response to Employee Complaint about Smoking Dear [Employee Name], I hope this letter finds you in good health and high spirits. I am writing in response to your recent complaint regarding smoking within our premises at [Company Name]. We truly appreciate your concern for a healthy and conducive work environment and would like to address this matter promptly and effectively. At [Company Name], we prioritize the health and well-being of our employees, as well as ensuring compliance with all local, state, and federal regulations. I understand that smoking near designated non-smoking areas can be bothersome, especially for individuals with respiratory conditions or those who simply prefer smoke-free surroundings. Therefore, we have taken your complaint seriously and have investigated the situation thoroughly. After careful examination, we have identified a few incidents where employees have been found smoking near non-smoking areas. Please rest assured that we have taken appropriate measures to address these concerns. We have reaffirmed our company-wide smoking policy, which strictly prohibits smoking in all indoor areas and within designated non-smoking zones located within our premises. Additionally, we have reinforced the importance of adhering to this policy through various communication channels, including revised employee handbooks and awareness campaigns. To further rectify the situation, we have implemented additional signs and markings to clearly indicate smoke-free zones throughout the workplace. Moreover, we have scheduled meetings with all employees to reiterate the importance of respecting designated non-smoking areas and the well-being of our colleagues. It is essential for us to maintain an open and transparent channel of communication. Therefore, I encourage you to report any violations or concerns regarding smoking to your immediate supervisor or our Human Resources department. We are committed to promptly addressing such issues and ensuring a healthy work environment for all our employees. Please be aware that we cannot completely eliminate smoking-related concerns, as some employees may smoke in designated outdoor areas during their allotted break times. However, we assure you that we are continuously exploring ways to cater to the needs of both smokers and non-smokers, such as designated smoking areas that reduce exposure to non-smokers. Once again, we appreciate your feedback and initiative in ensuring a healthy and pleasant workplace for all. If you have any further concerns or suggestions regarding this matter or any other issue, please do not hesitate to reach out to me or the appropriate department. Thank you for your dedication and understanding. Sincerely, [Your Name] [Your Title/Position] [Your Company Name]

[Your Name] [Your Title/Position] [Your Company Name] [Company Address] [City, State, ZIP Code] [Email Address] [Phone Number] [Date] [Employee Name] [Employee Address] [City, State, ZIP Code] Subject: Response to Employee Complaint about Smoking Dear [Employee Name], I hope this letter finds you in good health and high spirits. I am writing in response to your recent complaint regarding smoking within our premises at [Company Name]. We truly appreciate your concern for a healthy and conducive work environment and would like to address this matter promptly and effectively. At [Company Name], we prioritize the health and well-being of our employees, as well as ensuring compliance with all local, state, and federal regulations. I understand that smoking near designated non-smoking areas can be bothersome, especially for individuals with respiratory conditions or those who simply prefer smoke-free surroundings. Therefore, we have taken your complaint seriously and have investigated the situation thoroughly. After careful examination, we have identified a few incidents where employees have been found smoking near non-smoking areas. Please rest assured that we have taken appropriate measures to address these concerns. We have reaffirmed our company-wide smoking policy, which strictly prohibits smoking in all indoor areas and within designated non-smoking zones located within our premises. Additionally, we have reinforced the importance of adhering to this policy through various communication channels, including revised employee handbooks and awareness campaigns. To further rectify the situation, we have implemented additional signs and markings to clearly indicate smoke-free zones throughout the workplace. Moreover, we have scheduled meetings with all employees to reiterate the importance of respecting designated non-smoking areas and the well-being of our colleagues. It is essential for us to maintain an open and transparent channel of communication. Therefore, I encourage you to report any violations or concerns regarding smoking to your immediate supervisor or our Human Resources department. We are committed to promptly addressing such issues and ensuring a healthy work environment for all our employees. Please be aware that we cannot completely eliminate smoking-related concerns, as some employees may smoke in designated outdoor areas during their allotted break times. However, we assure you that we are continuously exploring ways to cater to the needs of both smokers and non-smokers, such as designated smoking areas that reduce exposure to non-smokers. Once again, we appreciate your feedback and initiative in ensuring a healthy and pleasant workplace for all. If you have any further concerns or suggestions regarding this matter or any other issue, please do not hesitate to reach out to me or the appropriate department. Thank you for your dedication and understanding. Sincerely, [Your Name] [Your Title/Position] [Your Company Name]