How to Respond to a Query Letter from your Employer

In a workplace setting, the HR department or the employer must occasionally assess the productivity and attitude of the staff. One method for conducting this review is through the use of a query letter. Employers utilize formal query letters to identify and address the mistakes or shortfalls of their staff.

When one engages in specific behaviors that are inconsistent with the company’s norms and procedures as an employee, they will inevitably receive a query letter. The best course of action in these situations is to be prepared with a solid query letter response.

Thus, we’ll discuss the essential advice for responding to inquiries. Hence, we will talk about the necessary tips on how one can respond to a query letter in this blog.

Also, check out How to Write a Query Letter. 

What is a Query Letter?

A query letter is an official document sent to an employee by the employer. The purpose of the letter is to notify the affected staff or team of misconduct or poor performance on the job. 

Some organization gives query letters as warning while some give query letter after giving several warnings.

Why do employers write a query letter? 

A query letter is not a letter of appointment termination but a letter to call your attention to certain issues which may be affecting the operations of the organization.

Since it involves you, your boss will want to get feedback for the reason why the situation is so and to correct you. These are some of the reasons why an employer writes a query letter. 

Seeking clarification 

Query letters may be used as a document to get clarification. Let’s say your boss receives an incomplete document from you. He or she may use a query letter to get the necessary correction from you.

Addressing mistakes 

Employers use query letters as a means to correct mistakes from their employees. The letter details the mistake and the necessary action needed towards correcting it.

Compliance 

If an employee is out of order, a query letter may serve the purpose to make sure such a person complies with the right standards and policies.

Performance issues  

A query letter can serve as a performance evaluation tool. It is one of the means to inform employees of poor performance and seek adjustment.

Communication 

Employers use the query letter as a tool of communication. The employee gets the information and responds to it. In that way, there is communication between the boss and employees on the issue addressed.

Tips on responding to a query letter

Let me share with you the vital tips that make your response to a query letter look professional and smart. These tips will help you get your response smart and persuasive enough to get you on good terms with your boss. 

Write with professionalism and a respectful mindset 

First, you need to get rid of the mindset of being defensive or trying to play the blame games. Always put in mind that you are communicating with your superior and as such you must be open to respecting them.

Regardless of the situation, use a formal tone and make sure to acknowledge that they are not your enemy here rather they are doing their job. 

Understand the query

Do not just assume you know the entire details in the query letter. Take your time to read it carefully and understand what is required. Get the specific issue raised and what the letter asks you to point out.

Failure to understand and not answering accordingly will complicate matters. Your boss may see you as unprofessional and irresponsible.

Submit on time

It is a must to reply to a query letter and also pertinent to submit when required. You must acknowledge the fact that your boss needs your feedback on the issue and should get it when due. Furthermore, endeavor to submit early even if there is no timeline given 

Address the issues raised 

Attend every one of the issues highlighted in the query letter. Ensure the given explanation is clear and concise. It will be helpful to give evidence and additional information that will back up your reason.

However, please do not go down the road of dishonesty when you do this. If the truth comes to light, the situation may worsen.

Offer Apology 

Acknowledge and apologize for your actions as a sign of taking responsibility. Most employers look out for this area. It sounds offensive when employees fail to do this when responding to query letters.

Offer solutions

Be proactive by offering solutions and suggestions. Ask your boss if there is anything or requirements that you may offer to pacify them regarding the issue. You may also offer to cover up for the mess caused by the action. 

Also, check out How to Ace Job Interviews.

Sample letters of response to query letters 

Sample 1 

Dear [Manager’s Name],

I appreciate you letting me know about my timeliness to work in your query letter of [date]. I’m sorry if my delay has inconvenienced anyone, and I recognize how crucial it is to arrive on time for work.

I’m grateful for the chance to answer your inquiry and would like to explain the circumstances of my tardiness. On my way to work, I encountered unexpected traffic because there had been no prior notice of any roadwork. Also, due to some unforeseeable circumstances, I had to drop my child off at school.

Nonetheless, I fully accept responsibility for my tardiness and will make sure to modify my schedule moving ahead to come on time. I’ll depart from home earlier to account for any unanticipated circumstances and make other preparations for my child’s transportation to avoid interfering with my work schedule.

Please let me know if there is any further action required on my part, and I assure you that I will make every effort to be punctual in the future.

Thank you for bringing this to my attention and for your understanding.

Sincerely,

[Your Name]

Sample 2

Dear [Manager’s Name],

Regarding my performance, I received your letter of inquiry dated [date], and I value the opportunity to respond.

I want to start by assuring you that I take your concerns seriously and that I am committed to enhancing my performance to live up to the company’s standards. I want to respond to the issues you brought up in your letter and explain my performance.

I accept full responsibility for my recent project’s failure to meet the necessary standard. I am aware of this. I had some trouble handling my workload, and I didn’t express my worries to my coworkers in a helpful way. To prevent any further problems, however, I have made steps to enhance my time management abilities and make sure that I properly prioritize my activities.

I also promise to ask for input from my peers and learn from their mistakes to o enhance my performance. To advance my talents, I am willing to participate in any training or development programs the organization may provide.

I’d like to end by reiterating how dedicated I am to the business and how eager I am to try to raise my performance. I value your assistance in this situation and would appreciate any additional criticism or suggestions you may have.

I appreciate you alerting me to this situation.

Sincerely,

[Your Name]

Final Notes 

It takes professionalism, promptness, and clarity to reply to a query letter. When you get a query letter, take the time to read it over carefully and comprehend what is written.

Thank the sender for their interest in your work and respond as soon as possible, ideally within a week. If you choose to reject the inquiry, do it professionally and respectfully while giving a reasoned response.

Provide clear instructions on how to proceed, including any extra information needed and any deadlines, if you are interested in the proposal.

Maintain a professional demeanor and be polite and considerate in all of your encounters during the procedure.

By adhering to these rules, you can enhance your reputation as a responsible and professional staff of the organization.

Before you go, check out How to Handle Tough Questions at Job Interviews.