If you are employed, you should consider knowing how to reply a query letter to your boss in case you go against the organizational rules. Certain acts such as lateness, negligence,insubordination or absenteeism could see you fired but you can save the situation by apologizing for such mistakes.
Sometimes, as employees we do not intend to conduct malpractices at work. However, situations that need urgent response occur at home or work and we have to attend to them first at the expense of our job. For instance, if your kid gets sick, you are forced to ask someone else to cover for you so that you can take care of the kid. In such a case you must know how to reply a query letter for being absent from work.
Some bosses are harsh and might not fall for your explanations on misconduct. But replying to the query letter about your misconduct can save the situation. Therefore you need to become conversant with how to reply a query letter for negligence of duty.
In this article we provide some useful tips that can help you know how to reply a query letter from your boss.
How to reply a query letter on lateness
Lateness to work is a misconduct that will never sit well with managers. Missing work causes a lot of losses for the company. The duties that you usually conduct have to go unattended or carried out by someone who is not familiar with them. This explains why bosses are very strict about punctuality to work. But don’t worry if you get caught up in such a situation. With the guidelines outlined here, you will be in a position to respond excellently to a query letter to staff for misconduct.
Here’s how to reply a query letter for misconduct
- Begin by understanding the message communicated in the query letter. What is it about? Is it about something that you are aware about or unaware of? If you are aware about it, was it intentional or circumstances forced you to? Read the query letter, acknowledging the tone used by your boss. This will help know the best way to reply to the query letter. This step applies to how to reply a query letter at your workplace following any kind of misconduct.
- The next step is to analyze what you will write. Remember, your job is at stake for misconduct. Therefore, you do not want to use a tone, words or explanation that will give our boss more reasons to have a bad perception about you. Preferably, you can write your points down before you compose the final draft. For instance, when writing a reply to query for negligence of duty, you can think of the factors that led to such a malpractice and how you can phrase your ideas so that the apology is genuine.
- Now, write your response. When replying to staff query letter, you have to bear in mind that the letter is for official purposes. Therefore, use a professional tone rather than a conversational one. On the left margin of the paper indicate the contact details of the official you are replying to. If you are learning about how to reply an official query letter, then it is important to know that you must indicate the topic of the matter you want to address in the paper.
- When writing begin by acknowledging your misconduct. If there is enough evidence to show that you were late for work or absent, do not argue. Show acceptance of your mistake to avoid conflicts with your manager. Proceed to explaining why you failed to adhere to the regulations of the institution. Remember, you want to convince your boss to accept your apology. As such, give valid reasons why you acted the way you did. In the last paragraph, give your boss the assurance that you will never repeat the mistake.
- When writing, be specific. Do not add unnecessary information. The information you provide should be very brief and do not wander away from the main topic. Unless you are asked to respond to several issues related to misconducts at work, then it can be lengthy. However, responses to query letters are usually short and straight to the point. Also, use correct sentence structure and be grammatical. Your boss might not understand your explanation if you submit a poorly written response.
The tips outlined above are suitable for an employee who is learning how to reply a query on insubordination.
Here’s a sample query letter for negligence of duty
The General Manager
P.O Box 2112
RE: RESPONSE TO YOUR QUERY LETTER FOR NEGLIGENCE OF DUTY ON 22ND MAY 2017
Dear Sir, my misconduct on neglecting my duty on 22nd May 2017 was not intentional. Hardly had I reported to work than receiving a call that my son fell ill and was rushed to hospital. I tried getting permission from the supervising officer but he was not available in his office at that time. I reached him two hours later after visiting my son from the hospital. Attached is a copy of the hospital admission and discharge letter.
Through this organization, I have been in a position to develop my career.
I promise to always carry out the duties assigned to me.
If you are still wondering how to reply a query letter at your work place, you can refer to the sample provided above. But, whenever you, can keep away from trouble at work. If you are sent query letters severally, you could be putting your job at stake. It is always good to show your boss that you respect the organization and can abide to the rules and regulations. Failure to this, you will have very bad experiences at work. In the event that you are caught up in unavoidable circumstances, make sure that you communicate as soon as possible to your boss. They are also humans and know that sometimes, some things require urgent intervention and sometimes they catch us off guard.