Washington 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: Addressing Employee Complaint Regarding Smoking in the Workplace Dear [Employee's Name], We hope this letter finds you well. We want to acknowledge the concern you recently expressed regarding smoking in our workplace premises. At [Company Name], we value the feedback of our employees and strive to maintain a healthy and comfortable work environment for all. In response to your complaint, we would like to address the issue and outline the measures being taken to resolve it. Firstly, we fully recognize the importance of promoting a tobacco-free workplace in accordance with Washington state laws and guidelines. We strictly adhere to all relevant regulations outlined by the Washington Clean Indoor Air Act, which prohibits smoking across most indoor areas, including offices and common areas. This act safeguards the health and well-being of employees, minimizing exposure to secondhand smoke and ensuring a clean and pleasant atmosphere. Upon receiving your complaint, our management team immediately undertook a thorough investigation to identify any potential violations. We have reminded all our employees of the smoking policy, emphasizing the importance of compliance and respect for their colleagues. Furthermore, we have reinforced the designated smoking areas outside the premises, providing appropriate receptacles for cigarette disposal to maintain cleanliness. To ensure continuous compliance and improve the overall work environment, we have implemented stringent smoke-free policies and measures. This action includes: 1. Updating the company smoking policy: We have revised and updated our smoking policy, making it easily accessible to all employees. The policy clearly outlines the smoking restrictions, designated smoking areas, and the repercussions for non-compliance. By doing so, we aim to educate and promote a shared responsibility among employees to maintain a healthy workplace. 2. Enhanced signage and communication: We have increased the visibility of signage throughout the premises, effectively indicating areas where smoking is prohibited and where designated smoking areas are located. We have also distributed electronic communication notifications to all staff members, reminding them of the importance of adhering to the policy and respecting their colleagues' well-being. 3. Regular inspections and supervision: Our management team has implemented regular inspections to ensure compliance with the company smoking policy. Furthermore, they will be vigilant in addressing any concerns or complaints relating to smoking in the workplace. 4. Employee education and awareness programs: In addition to the company smoking policy, we will organize educational programs to highlight the harmful effects of smoking, the benefits of a smoke-free environment, and resources available to those who wish to quit smoking. By increasing awareness and providing support, we aim to foster a healthier work environment that benefits all staff members. We genuinely appreciate you bringing this matter to our attention and allowing us the opportunity to take prompt action. We assure you that we are committed to maintaining a tobacco-free workplace in alignment with Washington state regulations and ensuring the well-being of our employees at all times. If you have any further concerns or questions, please do not hesitate to reach out to the Human Resources team. We value your dedication and contribution to our organization and believe that by working together, we can create a healthy and harmonious work environment for everyone. Thank you for your understanding and cooperation. Sincerely, [Your Name] [Your Title] [Company Name]