Query Letter to Employee

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[COMPANY LETTERHEAD WITH LOGO, IF ANY]

To: [NAME OF EMPLOYEE]
[DESIGNATION]
[DEPARTMENT]

From: [NAME OF SUPERVISOR OR HUMAN RESOURCE MANAGER]
Supervisor/Human Resource Manager
[DEPARTMENT]

Re: Query letter regarding [SUBJECT OF QUERY]

Dear Mr./Ms./Mrs. [SURNAME OF EMPLOYEE],

This letter serves as an [formal/informal] query on [SUBJECT OF QUERY]. We received word of the issue last [DATE] from [SOURCE], and we wish to be enlightened more on your side of the story. In this company we aim to be fair and just in dealing with situations such as this one at hand. Your consideration and cooperation regarding this matter will be highly appreciated.

Please note that a copy of this letter and your response, should you decide to have it written and sent back to us, will be included in your permanent official employee records. To acknowledge receipt of this letter, please sign below.

Thank you and we hope you have a good day.

Employee Name and Signature
Date Signed

[NAME OF SUPERVISOR/HUMAN RESOURCE MANAGER]
Supervisor/Human Resource Manager

CC: [SPECIFY PERSONS RECEIVING A COPY OF THIS LETTER]