Dear [Employee's Name], I hope this letter finds you well. I am writing in response to your recent complaint about smoking in the workplace. We take all employee concerns seriously and strive to maintain a healthy and comfortable working environment for everyone. Regarding your concerns about smoking, I would like to inform you that as per the state regulations of New Mexico, we are committed to complying with the New Mexico Smoke-Free Air Act. This act aims to protect employees and customers from the harmful effects of secondhand smoke. Since the enactment of this legislation, smoking is strictly prohibited within the office premises, including indoor areas, restrooms, hallways, and any other enclosed spaces. Designated smoking areas have been established outside the building where employees can smoke during their breaks without disrupting the smoke-free atmosphere inside. These designated areas are equipped with smoke receptacles to ensure proper disposal of cigarette butts. As an organization, we are dedicated to maintaining a healthy and safe work environment for all employees. To reinforce our commitment, we have implemented regular monitoring and reminders to ensure compliance with the smoking policy. Additionally, we have conducted extensive training sessions for employees to raise awareness about the dangers of smoking and the importance of adhering to the smoke-free policy. We appreciate you bringing this matter to our attention. Your concerns help us to continually enhance and enforce our policies. We understand that smoke annoyance can still occur if an employee chooses to smoke too close to the entrance or in areas where smoke may infiltrate the building. In such cases, we encourage employees to report any violations of the smoking policy to the Human Resources department, so appropriate action can be taken to address the issue promptly. We assure you that your complaint has been thoroughly reviewed, and we will continue to strive for an environment where all employees feel comfortable and their health is prioritized. If you have any further concerns or suggestions, we encourage you to discuss them with your supervisor, the HR department, or our Health and Safety Committee. We value your feedback and commitment to the well-being of our workplace. Once again, thank you for bringing this matter to our attention, and we assure you that your concerns will be taken seriously and addressed accordingly. Sincerely, [Your Name] [Your Title/Position] [Company Name] [Contact Information]
New Mexico Sample Letter for Response to Employee Complaint about Smoking
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How to fill out New Mexico Sample Letter For Response To Employee Complaint About Smoking?
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Communicate to employees that their concerns will be handled discreetly. - Communicate findings. After you have investigated the complaint and talked to the involved parties, reveal the outcomes and the actions taken in response. Transparency fosters trust and demonstrates your commitment to resolving employee issues.
Responding to a Formal Grievance 1Receive written notice of the grievance from the employee. ... 2Invite the employee to a grievance meeting. ... 3Conduct the grievance meeting. ... 3.1Sign the grievance meeting sheet. ... 3.2Give employee a copy of the meeting sheet/record. ... 4Review the evidence and meeting notes, then decide on the outcome.
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.
Call the LETF Public hotline anytime: 855 297 5322. Complete the Online Form / Spanish Form. Email us at letf@dir.ca.gov.
5 Dos and Don'ts for Responding to Employee Complaints Do Listen Carefully and Ask Questions. Do Thank the Employee for Coming Forward. Do Investigate the Claims. Do Encourage Confidentiality. Do Facilitate a Meeting to Resolve Disputes. Bonus: Do Get a Neutral Facilitator to Respond to Employee Complaints.
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.
How to write a formal complaint letter about a coworker Try to resolve the conflict on your own. ... Make sure you have an issue to report. ... State the purpose of the letter. ... Include a lot of detail. ... Explain your involvement in the situation. ... Propose a resolution. ... Make a copy of your letter. ... Use a business letter format.
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.
Things You Should Know Format your letter like a business letter, and start with a professional greeting. Include your name and as many details about the complaint as you can, including documents and witnesses. Write about what you've tried so far, and end the letter by stating a proposed solution.
