Management: Response to Key Incident
Postmaster
Dear Name,
I am writing to you in response to the Letter of Reprimand dated mm/dd/yyyy issued to me on the charge of failure on my part to provide security for the protection of mail and postal effects and access to mail work areas.
As the Postmaster of this Post Office, I have always tried to discharge my duty with extreme pride and sense of responsibility. However, I admit that the two incidents as mentioned in the LoR have happened and I own the complete responsibility of these unfortunate incidents and offer my unconditional apology. These incidents are eye openers and I hereby commit to take extreme care to avoid such unfortunate incidents in the future. Here is the action plan I am planning to implement to mitigate any risk of such incidents happening again in the future-
- Formation of a governance body to overview the security measures and make sure that they are rightly implemented. The governance body will consist of the Postmaster, Assistant Postmaster and the Stock Custodian
- The governance body will conduct weekly team meetings to brief on the security measures, the implementation and monitoring methods.
- Employees can report any security violation incident to the governance body
- Only the members of the governance body holds the right to handle the keys
- The employees can collect the keys from the stock custodian while signing in for the duty and they have to hand it back while leaving for the day. The employees will have to put their signatures in the log book on both the occasions.
- If the stock custodian is not available, the Assistant Postmaster will be responsible for handing over and collecting back the keys.
Request you to kindly evaluate the action plan and suggest corrections that you feel will serve the purpose better. If you seem this fit, kindly allow me to go ahead with the implementation. Once again, I apologize for the incidents and hereby commit that such events will not repeated in the future.
