A warning letter is a formal communication from an employer to an employee that is written to address a matter that is against the company policy. Before writing the letter, it’s essential to discuss the matter with the employee and find ways of resolving the problem. If the situation becomes worse, you can issue the letter to the employee. In the letter, you’ll address the matter and inform the individual about the consequences of failing to take the required action.
This letter can be issued to an employee due to poor performance, misconduct, breaking company rules, etc.
What to Include in a Warning Letter
- The issue of concern
- Earlier discussions about the matter
- The action the employee should take (action plan)
- Timeframe for the action plan
- Consequences of failing to should results/improvement
Warning Letter Format
Name of the employee
Re: Warning for [reasons/issue]
Dear [employees first name],
This is a warning letter for not meeting your targets as outlined in your [appointment letter, previous appraisal, job description].
According to the discussion held on [date], you were below-par performance.
As your supervisor has informed you, we are initiating an action plan to bring your performance on the track. According to the company policy, each employee is expected to offer their best to meet their targets.
We are confident you have the potential to deliver incredible results, thus do your best to improve the situation. Note the company will have to take the necessary action if no changes are witnessed in the next three months.
Please sign copies of this letter and the accompanying documents and retain a copy of each document.
I wish you the best.
Sincerely,[Your name] [Job Title]
Sample Warning Letter to Employee
Subject: Warning letter for not achieving your targets
Following the regular monthly evaluation, we have noted that your performance is below par. In this regard, the company is warning that this situation will not be tolerated. We expect each employee to meet the set goals.
This letter is to encourage you to do all you can to better your performance. We will be strictly watching your performance in the next six months, and if the trend continues, the company will be forced to take a firm decision.
If you have any queries or suggestions on how you can reverse this trend, please contact my office.
Human Resource Manager
Sample warning email
Dear Ms. Agatha,
In the past three weeks, my office has noted that you are always late for work. This is a grave matter that has drawn the attention of the Human Resource Manager. Despite the verbal warning in the past week, I have not seen any improvement. Note this behavior is unacceptable and against the company policies.
Your co-worker has also reported about your reckless behavior and derogatory language. Please be advised that the company will take disciplinary action on you if you fail to stop the misbehavior immediately.
You have been in this organization for long enough, and you are well informed about the company policies. We value your intelligence and contribution to the success of the company, but the latest trend is worrying.
If you need to see a counselor, please let me know.