Warning letter to Employee for Theft/Stealing Company property

Stealing of company properties would be one of the biggest mistakes in life of an employee. Here are three major reasons for it:

1) The employee may go to jail if the employer lodges complaint with police. And if the news gets spread in media, then you can consider your career is over.

2) If the employer decides not to go to police, then they may charge heavy monetary penalty on the employee. They will not be giving any experience certificate for your work tenure. They may write to some of the top companies where you may apply for a job mentioning about the incident.

3) Even if you get a job in another organisation, there is always a chance that somebody who knows about your stealing incident might tell them about it, which may lead to termination of your job.

If the company property is of very low value, then the company may let the employee off the hook by just giving him a warning.

Format of such warning letter to employee for stealing company's property is given hereunder for your reference.—

SAMPLE #1

(Only warning, no termination of job)

Ref: ...............
Date: ..............

To
(Name of the Employee)
(Designation)
(Department)
(Employee Code)

Sub.: Theft of Office Utilities -  Violation of Code of Conduct

Dear Mr. / Ms. (First Name of the Employee),

It has come to our attention through cctv footage that caught you stealing some office utilities items from our branch office on (date). Though the items are of low value, we do not appreciate such action from your side. It is not only a shameful act but also very professionally unethical.

You are advised to not to repeat such incidents in the future. Management will be forced to take necessary disciplinary action, if you continue to show such unacceptable acts, which may ultimately result in the termination of your employment.

This letter will be placed on your personnel employment file. Please acknowledge receipt of this letter by signing one copy of this letter as enclosed herewith.

Sincerely,

  (signature)

(Name of the Officer)
(Designation, Department)

SAMPLE #2

(Warning plus termination of job)

Ref: ................

Date: ...............

To

(Name of the Employee)

(Designation)

(Department)

(Employee Code)

Sub.: Stealing of Company Property - Violation of the Employee Code of Conduct

Dear Mr. / Ms. (First Name of the Employee),

You are aware that on (date) a laptop was reported stolen from Marketing Department of our Company. We have carried out the investigation process in this regard including checking of CCTV footage. The evidence clearly suggests you are to be held responsible for this theft.

You're hereby directed to produce the laptop by the end of the working hours i.e. 6:30pm of (Date) in the same condition as before. As per the Company policy, a monetary penalty of half-month's salary is to be deducted from your pending payments. Further, the event will be reported to the police.

We strongly suggest that you produce a written affidavit signed by you to the effect that you admit the stealing of the Company property and you will not repeat any such action in future. On production of such affidavit we might forgo the reporting of this event to the police. Please do not fail to take appropriate action as mentioned above by the given time i.e. by 6:30pm of (Date).

Further, please note that as per the Company policy, such acts by employees lead to termination of their employment. Hence, your employment with the Company is hereby terminated with immediate effect. Balance salary payment after adjustment of the penalization amount will be credited to your bank account. We hope you would not repeat such acts in future with your future employers.

This letter will be placed on your personnel employment file. Please acknowledge receipt of this letter by signing one copy of this letter as enclosed herewith.

For (Name of the Company),

  (signature)

(Name of the Officer)

(Designation)