Violation of Rules on Use of Computer for Personal Purposes Example Letter

| September 29, 2012 | 0 Comments

Our violation of rules on use of computer for personal purposes example letter can be used to reprimand an employee who continually uses a company computer for personal purposes. A virus picked up by an employee visiting a malicious website can compromise the data of the company, clients, and other employees, causing both legal and operational problems. This behavior is unfortunately all too common in today’s business world, so it is wise to have a standard letter on hand that can be quickly sent out. Nothing serves that purpose better than our violation of rules on use of computer for personal purposes example letter.

How to Best Use Our Violation of Rules on Use of Computer for Personal Purposes Example Letter

Our violation of rules on use of computer for personal purposes example letter is best used by first comprehending its structure and format. As it is a formal business letter it should be formatted appropriately. Our example is written in the block style, an internationally accepted format for business letters.

The block style is named after the way in which the text is written in sections or “blocks.” Each block is separated by a space and justified to the left of the page. This gives your letter a professional appearance, and makes it easy to edit. With a bit of cutting and pasting you can quickly replace the contents of our violation of rules on use of computer for personal purposes example letter with your own information.

Once you understand its format you can Download Our Violation of Rules on Use of Computer for Personal Purposes Example Letter and edit it on your own computer using Microsoft Word or a similar program.

Our violation of rules on use of computer for personal purposes example letter begins with properly formatting the address. Your name and contact information are typed first, followed by the date, the name and contact details of the reader, ending with the greeting or salutation. It should look like this:


Mr. Donald Jackson
Human Resources Manager
Freedom Financing
122 High St.
Boston, MA 670201
Tel: 613-679-4738
Email: djackson@freedom.org

March 14, 2009

Mr. Henry Jenkins
17 Sycamore St.
Quincy, MA 670321

Dear Mr. Jenkins,

In the body of your letter, it is necessary to warn the employee that using the company computer for personal reasons is not allowed, and inform them that such behavior will invoke disciplinary measures. Let them know of the possible consequences in an authoritative tone. You could say something like:

Our IT Department has informed us that you have been using your company computer for purposes unrelated to your job description. This is the second time we have noted this, and must remind you that a third time will result in immediate dismissal.

On January 26 of this year you were issued a written warning and informed that the company uses an automated system to monitor activity on employee workstations.

In the past week we can see that you visited the BetNow.com website three times and also spent several hours on a shopping website. Regardless of whether this took place during your lunch period or break time, it is not allowed, and will not be tolerated.

This is your final warning, and if any such activity is reported in the future you will be immediately terminated from employment. 

Sincerely,

Donald Jackson
Human Resources Manager

Our completed violation of rules on use of computer for personal purposes example letter looks like this:

Mr. Donald Jackson
Human Resources Manager
Freedom Financing
122 High St.
Boston, MA 670201
Tel: 613-679-4738
Email: djackson@freedom.org

March 14, 2009

Mr. Henry Jenkins
17 Sycamore St.
Quincy, MA 670321

Dear Mr. Jenkins,

Our IT Department has informed us that you have been using your company computer for purposes unrelated to your job description. This is the second time we have noted this, and must remind you that a third time will result in immediate dismissal.

On January 26 of this year you were issued a written warning and informed that the company uses an automated system to monitor activity on employee workstations.

In the past week we can see that you visited the BetNow.com website three times and also spent several hours on a shopping website. Regardless of whether this took place during your lunch period or break time, it is not allowed, and will not be tolerated.

This is your final warning, and if any such activity is reported in the future you will be immediately terminated from employment. 

Sincerely,

Donald Jackson
Human Resources Manager

Once you are ready to compose your own letter you can Download Our Violation of Rules on Use of Computer for Personal Purposes Example Letter and edit it to suit your particular situation.

Tips and Useful Sentences You Can Use with our Violation of Rules on Use of Computer for Personal Purposes Example Letter:

  • Make sure your claims are backed up by documentation from your IT Department
  • Assist employees in understanding company policy about computer use by providing them with a printed copy of the rules.
  • Point out the dangers that their online behavior is placing the company’s security, that of clients, other employees, and themselves in.

Category: Letters of Reprimand Examples

About the Author ()

Melanie Walters is a writer and editor for several businesses both online and offline. Her experience with writing business letters and marketing materials has helped her understand exactly what works in written communication for businesses. In the 10 years she's been writing, Melanie has amassed a large collection of letter examples that she gladly shares with you here on Letter Example Help.org

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