Jimy Ortan,
1234, West 67 Street,
Carlisle, MA 01741,
(123)-456 7890
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear Jimy Ortan,
It has recently been brought to my attention that on the 5th of March, a Wednesday, you used the company vehicle without first obtaining permission from the necessary staff member.
I am sure that you are aware that this is a direct violation of company policy. You were advised upon your hiring of all the guidelines that govern the use of company-owned vehicles and we have not been lax in reminding everyone of this.
I would like to ask that you visit my office before the end of the day to sign a document recording this incident. It will remain in your personal file for a span of six months. Should you repeat this action, we will be submitting your file to HR for them to review along with a recommendation that may lead to your dismissal.
I hope that this will serve as a stern enough warning that the company will not tolerate any kind of behavior that violates company policies.
Sincerely,
Lanikai