Every organization functions according to a structure that defines the roles of all the employees to achieve the goals of an organization. The rules and regulations which are to be followed are clearly defined and communicated to everyone. Everyone’s responsibilities within the organization are predefined and clear. A medium to a large-sized organization is divided into departments. Each department has a separate task, and all the departments work together to get work done.
All the departments are further divided into teams and all teams have team leaders. Team leaders assign work to their team members and monitor their progress. They are also responsible for writing an assessment of their team members and sharing it with the Human Resource department. These assessments are very important in maintaining the employee portfolio. Promotions, bonuses, and other perks are given based on these assessments.
Maintaining a professional atmosphere in the office is very important as it affects the productivity of the employees. A safe environment where everyone feels respected and appreciated for their efforts is crucial to ensure that employees give their hundred percent to the job. Employee turnover is directly related to job satisfaction.
Without having a nontoxic, positive, and fair office atmosphere, it is impossible to have happy employees. Without dedicated and devoted employees, a business cannot thrive. Some of the toxic traits commonly responsible for employee dissatisfaction are bullying. It can be based on the race, gender, religion, or ethnicity of an employee or a group of employees.
Office gossiping can have a very powerful and negative impact on the employee. Such pressure takes a toll on the employee’s mental and physical health too.
The Human Resource Departments usually deal with such incidents very harshly to ensure that the employees know that such behaviors would not be tolerated or ignored by the administration. The only thing that should matter in a workplace is an employee’s talent, hard work, and dedication. His/her religion, gender, and everything else are secondary.
Writing a letter
Usually, the displeasure is shown by writing a warning letter to the employee who has indulged in such behavior. The warning letter should state very clearly the reason for which the warning is being issued.
It should firmly communicate that such behavior would not be tolerated and the consequences to be faced in case of a repetition of the same. It should be on the company’s letterhead, printed in a professional font that reflects the gravity of the matter.
[designation] [company name]
Subject: Warning for Gossiping
Dear Mr. [name]
It was reported to the HR department on [date] in a formal complaint against you that you are indulging in gossiping and spreading rumors about Ms. [name]. These allegations were thoroughly investigated and after looking into the issue and interviewing multiple team members Ms. [name] had recommended as witnesses, we have come to the conclusion that these allegations are accurate, and you in fact have been gossiping about Ms. [name] with the intent to damage her reputation.
Your conduct has made her uncomfortable and made it difficult for her to carry out her professional responsibilities. You have caused her undue stress which has taken a toll on her physical and mental health.
This letter is to warn you that this behavior is unacceptable and against the company policy. We have no tolerance for such unprofessional attitude as this affects the employee morale and overall atmosphere of the workplace, negatively.
We pride ourselves on being an inclusive company where people of both genders work side by side in a safe, comfortable, and cooperative atmosphere. We will not allow any employee to cause unrest or lower the morale of others. Such behavior is unbecoming for a person of your caliber and seniority.
We hope that you would take heed and stop bothering Ms. [name]. In case of non-compliance, strict disciplinary action would be taken against you.
Looking forward to your changed behavior.