North Carolina 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: Re: Response to Employee Complaint about Smoking Dear [Employee's Name], I hope this letter finds you in good health and high spirits. Firstly, I would like to thank you for bringing your concerns regarding smoking in the workplace to our attention. We take every employee's well-being seriously and appreciate your initiative in addressing this matter. As per your complaint, you stated that you have noticed instances of smoking within our premises, which is causing discomfort and potentially affecting your health and productivity. I want to assure you that we are fully committed to maintaining a healthy work environment in accordance with North Carolina state regulations and our company's policies. North Carolina is known for its commitment to public health, and thus, smoking is highly regulated in the state. The North Carolina Smoke-Free Environment Act prohibits smoking in all enclosed areas of employment without exception. This includes indoor common areas, lobbies, restrooms, conference rooms, and company vehicles. Our organization strictly abides by this law and has implemented several policies and procedures to ensure compliance. After receiving your complaint, we immediately initiated an internal investigation, which involved speaking to our employees and conducting observations throughout the premises. I would like to inform you that we took your complaint seriously and found zero instances of smoking in areas where it is prohibited. It is essential to us that all employees can perform their duties in a smoke-free environment, promoting good health and productivity. However, I understand that occasional lapses or instances where the smell of smoke may arise despite our efforts can occur. In such cases, we recommend reporting the issue to your supervisor or Human Resources immediately, providing specific details of the incident such as time, location, and individuals involved. By promptly reporting these occurrences, we can take further action to address any potential violations and provide additional reminders to all employees regarding our smoke-free policies. To ensure ongoing compliance, and as part of our commitment to creating a healthy workplace for all employees, we will be conducting mandatory refresher training sessions on the North Carolina Smoke-Free Environment Act. These sessions will serve as a reminder of the legislation, our company's policies, and the importance of upholding a smoke-free environment. Additionally, we will distribute informational brochures highlighting the dangers of secondhand smoke and the resources available for smokers who wish to quit. Please rest assured that we value your input and will continue to monitor and enforce our smoke-free policies diligently. We want to create an environment where everyone feels comfortable and safe, allowing them to focus on their work without any distractions or health concerns. Once again, I appreciate you speaking up about this issue, and I encourage you to report any further instances of non-compliance. We are here to address your concerns and maintain a positive work atmosphere for all employees. Thank you for your understanding and cooperation. Sincerely, [Your Name] [Your Title] [Company Name]