Surat teguran is a formal letter that is commonly used in Indonesia to address issues related to work or business. It is usually issued by an employer or a superior to an employee who has violated certain rules or policies. In this article, we will discuss the definition, function, purpose, format, and examples of surat teguran in English.
Pengertian (Definition)
Surat teguran is a written document that informs an employee about his or her misconduct or poor performance. It is a warning letter that aims to correct the behavior or actions of an employee and prevent similar incidents in the future. Usually, surat teguran is issued after the employer has given verbal warnings or discussions with the employee.
Fungsi (Function)
The main function of surat teguran is to communicate the employer’s expectations and standards of conduct to the employee. It also serves as a formal record of the employee’s behavior and the employer’s response. Surat teguran can be used as evidence in legal proceedings or as a basis for further disciplinary actions, such as suspension or termination of employment.
Tujuan (Purpose)
The purpose of surat teguran is to correct the behavior or actions of an employee that do not meet the employer’s expectations or standards of conduct. It aims to provide constructive feedback to the employee and give him or her a chance to improve. Surat teguran also helps to maintain a positive work environment and prevent conflicts or misunderstandings between the employer and the employee.
Format
The format of surat teguran usually follows a standard business letter format. It should include the following elements:
Date
Recipient’s name and address
Subject line
Salutation
Body of the letter, which includes:
Description of the misconduct or poor performance
Reference to the company’s policies or rules that were violated
Consequences of the employee’s actions
Expectations and instructions for the employee to improve
Closing
Signature and name of the sender
Contoh (Examples)
Here are two examples of surat teguran in English:
Example 1:
Date: 1 January 2022
Mr. John Doe
1234 Main Street
Anytown, USA 12345
Subject: Warning Letter
Dear Mr. Doe,
This letter serves as a formal warning regarding your behavior at work. On several occasions, you have been found using your personal phone during working hours, which is a violation of our company’s policies. This behavior is unacceptable and affects your productivity and the quality of your work.
As a consequence, we are giving you a warning and expect you to immediately stop using your personal phone during working hours. Failure to comply with this warning may lead to further disciplinary actions, including suspension or termination of your employment.
We expect you to take this warning seriously and improve your behavior. If you have any questions or concerns, please do not hesitate to contact me.
Sincerely,
Ms. Jane Smith
Human Resources Manager
Example 2:
Date: 1 January 2022
Ms. Jane Doe
5678 Broadway
Anytown, USA 12345
Subject: Final Warning Letter
Dear Ms. Doe,
This letter serves as a final warning regarding your poor performance at work. Despite our previous discussions and warnings, your work quality and productivity have not improved. We have received complaints from your colleagues and clients regarding your attitude and behavior, which is affecting our business reputation and productivity.
As a consequence, we are giving you a final warning and expect you to immediately improve your performance and behavior. Failure to comply with this warning may lead to the termination of your employment.
We understand that you may be facing personal or professional challenges, but we expect you to take responsibility and seek help or support if needed. We are willing to provide you with training or counseling if it can help you improve.
We hope that you take this warning seriously and make the necessary changes. If you have any questions or concerns, please do not hesitate to contact me.
Sincerely,
Mr. John Smith
Managing Director
FAQs
1. What is the difference between surat teguran and surat peringatan?
Surat teguran and surat peringatan are both warning letters, but they differ in their severity and purpose. Surat teguran is usually issued as a first warning or reminder to an employee who has violated certain rules or policies. It aims to correct the behavior or actions of the employee and prevent similar incidents in the future. Surat peringatan, on the other hand, is a more serious warning that is issued after the employee has received multiple warnings or has committed a more serious offense. It serves as a final warning before the employer takes further disciplinary actions, such as suspension or termination of employment.
2. Can an employer issue a surat teguran without prior discussion or warning?
It is recommended that the employer gives verbal warnings or discussions with the employee before issuing a surat teguran. This allows the employee to understand the situation and improve his or her behavior. However, in some cases, such as gross misconduct or violation of a major company policy, the employer may issue a surat teguran without prior warning.
3. Can an employee respond or appeal against a surat teguran?
Yes, an employee has the right to respond or appeal against a surat teguran. He or she can provide an explanation or clarification regarding the alleged misconduct or poor performance. The employer should consider the employee’s response and take it into account before making any further decisions or actions.
4. How long should a surat teguran be kept in the employee’s file?
Surat teguran should be kept in the employee’s file as a record of his or her behavior and the employer’s response. It should be kept for a reasonable period, usually one to three years, depending on the company’s policies and regulations. After that period, the surat teguran can be removed from the employee’s file.
5. Can an employee be terminated after receiving a surat teguran?
Receiving a surat teguran does not necessarily lead to termination of employment. It depends on the severity of the offense, the employee’s response and improvement, and the company’s policies and regulations. However, if the employee continues to violate the rules or policies, or if the offense is serious enough, the employer may take further disciplinary actions, including termination of employment.
Conclusion
Surat teguran is a formal letter that is used to address issues related to work or business. It serves as a warning letter that aims to correct the behavior or actions of an employee and prevent similar incidents in the future. Surat teguran should follow a standard business letter format and include the date, recipient’s name and address, subject line, salutation, body of the letter, closing, and signature. Employers should give verbal warnings or discussions with the employee before issuing a surat teguran, and employees have the right to respond or appeal against it. Surat teguran should be kept in the employee’s file as a record of his or her behavior and the employer’s response.