How do i write GES query letter

How do i write GES query letter

This article will guide you on how to write a query letter.

What is a Query Letter?

A query letter is a document written to a team or staff when they are not doing their job properly. It is used to find out why their performance is poor.

Before sending a query letter, the team or staff usually gets a warning either verbally or in writing about their bad behavior.

If they keep misbehaving, a query letter is sent to figure out why and what consequences they might face. If the behavior continues, they might even get suspended or fired.

How Do I Write a Query Letter?

Writing a query letter can be tricky, but here are some steps to help.

1. Address the Employee
Just like any other letter, start by addressing the person you are writing to. Include their full name, department, and job title.

2. Address the Employer/HR and Date

Next, include your own address in the letter. This helps the employee know who is sending the letter. Also, do not forget to mention your name, job title, and department.

Put the date two lines below your address to show when the letter was sent.

3. Title of the Letter
Keep the title short and clear. It should explain why you are writing the letter. You can also mention what the employee did wrong if you want.

4. Body of the Letter
The body of the letter should have 3-5 paragraphs.

1. Explain Why You Are Writing. Start by saying why you are writing the letter.

2. Describe the Offense

Talk about what the employee did wrong, when it happened, and if they were warned about it before.

3. Explain Company Policy

Explain how their behavior goes against company rules and how it affects everyone at work.

4. Consequences and Improvement

Tell them what might happen if they keep misbehaving, what they can do to improve, and when they need to show progress. Give them a chance to explain themselves and offer to talk if they disagree.

Remember to keep the tone professional throughout the letter.


Include a suitable, complementary salutation at the end of your letter. ‘Yours Faithfully is an example. Best practice calls for signing with your entire name. For the employee to acknowledge receipt of the letter, you can include an optional section for their signature.”

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