How To Reply a Query Letter for Unprofessional Conduct in an Office

As a worker in an organization, there are instances where your action and inactions can land you into being query by your immediate supervisor or employer. Many people find it difficult to reply to a query at the workplace due to some reasons only known to them.

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For the past, we’ve come in contact with many employees/workers who always find themselves wanted whenever they are being queried at the workplace. Recently, a friend of mine was query by his employer regarding his unprofessional conduct.

This employee left the post without any reason and due to that, management is requesting him to submit a response regarding his conduct. Now, to cut the matter short, the worker is looking into how to write a formal response to the query and have asked us to help him do that because he has never written a query response letter before.  As a matter of fact, we have made it an honor to write an open response to this query because who knows, you might also find yourself in a similar situation.

In this post, we are going to look at how to write a response to a query and also look at a sample of the query letters and how to respond to that query.

In responding to a query, try to understand the message communicated in the query letter and also know why you’re being queried. Do not start writing the response without a rough sketch of what you are going to write

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Another thing you should bear in mind is that your response is for official purposes and for that matter you have to Make sure to use a formal letter style of writing.

When writing the response, you can refer to the query date and then acknowledging your misconduct.

Go straight to the point. Do not add unnecessary information to the query response and also assure whoever you are responding to that you will not repeat that conduct again.

Example of a query letter from G.E.S

You are requested as a matter of urgency to explain in writing to management why disciplinary action should not be taken against you for absenting yourself from school from 7th to 18th October 2019.

It is sad to note that, at the time the Directorate is struggling to ensure the take-off of the New Standardised based Curriculum, teachers could leave the classroom thereby leaving children to their fate for a week without recourse to management.

Management is unaware of your where about in the municipality.

Please submit your response to the Directorate on or before Wednesday, 23/10/2019 in your own interest.


 

Response to the Query

The Municipal/District Education Office

P. O. Box xxx

Name of District/Town

Dear Sir,

RE: RESPONSE TO YOUR QUERY LETTER DATED 18th OCTOBER 2019 FOR UNPROFESSIONAL CONDUCT

I refer to the query directed to me on the 18th of October 2019 on the above subject matter. My absence from the workplace which is unusual was due to my involvement in the just-ended National Identification exercise.

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It wasn’t my intention to leave the workplace without following the due process guiding the conduct of the profession. But just to mention so, I have verbally informed my immediate supervisor and asked for permission to do so.

I admitted I’ve made a mistake of not putting the request in writing but as a worker under your outfit, I promised never to repeat this action of mine again.

Thank You.

Yours faithfully,

Your Signature

Your Name

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16 Comments
  1. Ezekwem Chidinma says

    How to write a query letter for dancing in the office

    1. Staff Member says

      Please just use the guideline in this article. But if you still have challenges, You can send us an email here at [email protected] /[email protected] we will help you to write the query.

    2. Staff Member says

      Also, see the guideline on how to reply to a query here.

  2. Stephen says

    Can your management give you 10 charge query at 3pm a day and ask youto reply the following day at 2pm or can you ask for extetion of time to answer a query?

  3. Nandom says

    Please show me how to write query

    1. Staff Member says

      What’s the query about? Send us a message with the content of the query so we can help you write one.

      1. Euphemia says

        The query is about me maltreating a customer

      2. Margret Chukwuka says

        I received a query from my boss and it reads:
        Can you explain in writing why disciplinary action should not be taken against you for the gross mis onduct and unruly behaviour you exhibited on 31st May 2022 when you were beiycalled to order by management over the unprofessional and unethical manner you were handling the English Language lesson for some students as organized by the schoyof which both parents are complaining bitterly.

      3. Allieu kamara says

        Hw to reply to query on unruly behaviour, having arguments with co worker in front of customers

      4. Funmi says

        On the 3rd of March 2024 while you were on duty on HF flight 827, you were detailed to work in the morning and also on LBV flight in the night.

        Due to operational reasons , LBV flight for tonight was moved to yesterday’s night and also delayed till this morning, you were informed and reminded to be on ground for arrival of tonight.

        Primarily you were expected to work on the said flight but you were exempted in other to plan probably for today’s night flight arrival.

        You were informed and reminded to be on ground for tonight’s arrival, but surprisingly shouted at me that you will not come for the arrival in the night even said the matter should be taken to HR in the presence of some passengers.

        Even though one of the passengers complained to the passenger service agent about your attitude and rudeness.

        Explain within 12hours reason why a disciplinary action should not be taken against your rudeness and attitude to your duty manager.

  4. Joseph says

    How can I draft a response letter for an unintentional act of damaging an equipment my place.

    1. Staff Member says
  5. Ola says

    I received query on overspeed
    Anyone can help me out?

  6. Enoch Festus says

    I was given a query letter for absent from work. My name was not officially listed for the day by the resource planner. Out of 25 staff, only 20 was posted to work, all efforts to reach out to the resource on phone was not successful on why our names was not in the list . Now five of us were given query for absent. How do we write a letter to defend ourselves for the unprofessional conduct from the resource to defend our query. Thank you.

    1. Staff Member says

      Subject: Subject: Response to Absence Query – [Your Name]

      [Your Name]
      [Your Job Title]
      [Date]

      [Recipient’s Name]
      [Recipient’s Designation]
      [Company Name]

      Dear [Recipient’s Name],

      I hope this message finds you well. I am writing in response to the query letter I received regarding my absence from work on [Date]. Regrettably, my name, along with four colleagues, was not listed on the resource planner for that day.

      Despite our efforts to contact the resource planner, we were unable to obtain clarification on our absence. We believe this oversight was not our fault, and we request a review of the circumstances surrounding our absence.

      We are available to meet and provide any necessary information to resolve this matter promptly.

      Thank you for your understanding.

      Sincerely,

      [Your Full Name] [Your Job Title]
      [Your Contact Information]

  7. Olabiyi barakat says

    I received a query from my boss and it reads: can you explain why disciplinary action should not be taken against you, for physical fighting on night duty with a junior male staff on 22/02/2024

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