How to Reply a Query Letter for Unprofessional Misconduct in an Office (with sample)
Every company has its code of conduct which monitors employee behavior on a day to day basis. Should you flaunt any of this conducts, you will be queried by your superior, and more often than not, many people do not know how to respond to queries.
Perhaps you are always late, you have been stealing from the office or you were involved in an altercation, after being queried, you can be left off the hook or in a worst-case scenario, be suspended, pay reduction or dismissal.
In responding to a query by your superior, you should write a formal letter explaining your reasons for your misconduct, a formal letter because you are addressing it for official purposes. Be articulate and go straight to the point. Avoid adding unnecessary information.
Preferably, you can refer to the date the query was given to you, give the reasons for your misconduct, and promise never to repeat your actions in the future. Below is an example of a query letter issued to an employee for being absent from work without permission.
SAMPLE
You are requested to explain to management in writing why disciplinary actions should not be taken against you for absenting yourself from work since 10th January 2020
As one of the customer service representatives in this organization, you are expected to be at work, attend to and respond to customer queries, your absence, without recourse to management has put pressure on your co-workers. Management is unaware of your whereabouts
Please submit your response to the Directorate on or before Friday 20/01/2020
RESPONSE TO QUERY
The Human Resource Department,
Fidelity Bank.
P. O. Box Co2,
Cantonments, Accra.
Dear Sir,
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RE: RESPONSE TO YOUR QUERY LETTER DATED 17th JANUARY 2020 FOR UNPROFESSIONAL MISCONDUCT
In response to the query directed to me on the 17th of January 2020 on the above subject matter, my absence from work was due to an illness. I developed symptoms of the novel Coronavirus and thought it wise to quarantine for the time being.
I admit to making a mistake by leaving the workplace without informing management or putting the request in writing. I verbally informed my immediate supervisor and asked for permission when I started feeling unwell.
I promise never to repeat this action in the future, and I hope to return to work in no time.
Thank You.
Yours Faithfully,
Your Signature,
Your Full Name.
As seen in the above letter, it is important to go straight to the point, do not bore the person reading your letter, and address it to the right directorate/ the individual who queried you. Be sure never to repeat the misconduct since it can lead to dire consequences.
