A Warning Letter to an Employee is a formal business document warning an employee of their unacceptable behavior. An employee warning letter is a professional document that provides information regarding the unacceptable behavior, the date or dates of such behavior, and the consequence of the behavior. This is a critically important document for any business, as it provides backup in the case that an employee must be disciplined or terminated due to repeated infractions. Even verbal warnings should be recorded and filed.
Any employee who receives a written warning should be required to review the document with their supervisor or with human resources and sign, proving they have been given a copy of the warning. Written warnings should follow a company-wide procedure and format so there can be no question as to their authenticity. All warnings should be filed and maintained in the human resources department of a company.
Note: All employee warning letters should contain documentation about the reason for the warning. In many companies, warnings are written based on the particular item in the employee handbook that the employee’s behavior violated. When a company does not have an employee handbook, the basic rules of employment should be made clear when someone accepts a position with the company.
What Is a Warning Letter to Employee?
A warning letter to an employee is a form that the employer offers the employee to warn them, especially if they are going against the Company’s protocol. Similarly, it makes aware the employee whenever they breach the Company’s protocol. It also reminds the employee of the consequences, more so when they violate the rules. The employer is recommended to keep a copy of the warning letter for future references and documentation.
Why Use a Reprimand or Warning Letter?
When the employer plus the HR observes the employee not making any changes after a lot of encouragement for a good time. They are likely to issue the employee a reprimand letter. Most of the time, this letter is usually followed with either coaching or even counseling by your manager. Remember that this is done in documentation to ensure that the paper trail exists according to the lawsuit.
This paper trail is crucial because it generates evidence that the employee was informed and received counseling step by step during the improvement process and duration. On the other hand, it showcases that the employees are aware of their shortcomings as informed by the organization. This falls under the first primary step in the performance as well as the improvement process. No employers might want to blindside their workers with the performance issue that is brought to their attention a reprimand letter.
Remember, the final meeting with the employee before issuing the formal reprimand is chaired by HR to ensure that the manager points the problem to the employee effectively. Furthermore, the HR staff member also has witnessed the existence of the content and the improvement meeting. The progressive discipline actions ensure that an employee does not feel blindsided by the reprimand letter. It should be a progressive discipline with an expected and logical extension. This helps the employee to enhance their performance.
Essential Elements of a Warning Letter to Employee
The employee warning must entail crucial elements, such as:
- Your employee’s employment details, like title, employee number, and the name
- The company information, such as the name of the ongoing business, if possible, the human resource officer’s name, and the manager’s name
- Sufficient details of the infraction the employee is reprimanded for
- Detailed about the policy or rule broken by infraction
- What the employee requires to do to enhance performance
Additionally, this letter should feature space for the employee comments, the signing details for the entire parties. It should also indicate whether a meeting is needed and when the follow-up assessment should be carried out.
When creating the employee’s warning letter content, you should ensure that it emphasizes particular incidents, which happen in minimal duration in terms of weeks or evens days. Moreover, when the Company features detailed records, the employee will understand where they messed up.
Suppose your employee has a reputation of arriving on duty late; ensure that you document it down every time. And ensure that you include it on your warning letter to show them that you are specific with those days.
Warning Letter to Employee Format
{Employee Name}
{Workplace name and address}
{Date}
RE: {First, Second, or Third} Written Warning
This letter is to serve as a written warning to you for {behavior} on {date or dates}. This behavior is unacceptable, as outlined in {name of rule or policy, page number} of the employee handbook.
Our company policies have been carefully designed to ensure both safety and effective job performance at {company name}. We expect all employees to respect and follow the company policy documented in the employee handbook.
{Write immediate and long-term consequences of behavior here}.
If you have any questions or concerns, or need assistance, please contact me at {phone number} or by email at {email address}.
{Company representative signature}
{Company representative name}
{Employee Signature}
{Employee Name}
{Date}
Sample Warning Letter to Employee
Jacob Harrison
Allied Electronic Manufacturing
300 South 121 Street
April 22, 2032
RE: First Written Warning
This letter is to serve as a written warning to you for being late on March 1, March 2, March 22, March 23, April 1, and April 15. This behavior is inappropriate, as outlined in our attendance policy, on page 18 of the employee handbook.
Our company policies have been carefully designed to ensure both safety and effective job performance at Allied Electronic Manufacturing. We expect all employees to respect and follow the company policy documented in the employee handbook.
As you know, each day you are late is counted as 1/2 day absent without prior authorization. With a total of four days absent without prior authorization, an employee can be terminated without further notice. This letter notifies you that you have reached a total of three days of absence without prior authorization by arriving late to work.
If you have any questions or concerns, or need assistance, please contact me at 724-896-3442 or by email at harkenjess @ alliedelectronic . com
Jessica Harken
Sample Warning Letter to Employee (about Performance)
Date:
Name:
Address:
Re: Warning on poor performance
Dear (Name)
This letter is a warning for you not meeting the objectives you outlined in your job description and the goals agreed upon between you and your supervisor. Besides, it confirms the discussion held on (date) concerning your below performance.
You will be undergoing a Corrective Action Plan starting from (date) as intimated by your supervisor and the management. Remember that every employee must work hard and smart to deliver the objectives laid on their job description.
The Company believes that you have maximum potential to deliver exceptional performance if you work with resolve and commitment. Thus, if you need help, do not hesitate to reach out to us. Kindly sign this letter to acknowledge you have received it and document a particular outcome in the notes section below.
Sincerely
Name:
Title:
Date:
Signature;
Sample Letter of Reprimand
To:
From:
Date:
Re:
This is a formal reprimand letter on how you have been performing your duties at work. Despite the suggestion, regular coaching, and encouragement from the supervisors, your work does not seem to improve.
Despite the Company giving you training from the most experienced employees, there seems to be no improvement. And your performance has been rated unsatisfactory by every employee trainer/ mentor assigned to help you. You do not deliver your work excellently. Therefore, your dependability, consistency, and speed are the major problem, and it seems the Company cannot rely on you.
The Company has added you two more weeks, and if there is no early progress, you are not likely to get all the two weeks to show that you can deliver maximum performance. Suppose you do not respond and demonstrate progress immediately; the Company will terminate your employment.
A copy of this formal reprimand letter will be placed in your file in Human Resource.
Kindly consider this advice seriously because the Company is interested in seeing you succeed in your line of duty.
Signature:
Supervisor Name:
Date:
Acknowledgment of Receipt:
I accept I have got the written reprimand. However, it does not mean that I agree with what is written. Furthermore, I know that you will keep a copy of this reprimand letter in my official file, but I have a right to document a written response that you will attach to that original letter.
Signature:
Employee Name:
Date:
Warning Letter to Employee (Examples & Templates)
Being required to write an employee warning letter is unpleasant. When you are able to see a sample letter that demonstrates how a format can be used to create a perfect warning letter, the job is a bit less unpleasant. Feel free to use our basic format for your warning letters to employees.
Warning Letter to Employee for Unprofessional Behavior
- MS Word
Warning Letter to Employee for Poor Performance
- MS Word
Warning Letter to Employee for Misconduct
- MS Word
Warning Letter to Employee for Making Mistakes
- MS Word
Warning Letter to Employee for Absence
- MS Word
If you are looking forward to developing your first warning letter to your employee, or you are in search of an official communication mechanism in your HR department. If so, this blog has you in mind. Here we have some suitable warning letter/email examples and templates for behavior, progress, misconduct, absence, not following the instructions, not responding to the calls, and many other situations, which you can implement and use immediately. It entails the entire procedure you must use to make sure that you transform your employee’s behavior.
On the other hand, the warning letter enables the HR managers to discipline staff and ensure that the entire employees in the organization observe rules that fall under the company policy. The warning letter is also an alternative for employers to minimize legal risks when firing their workers. This means the letter is a disciplinary measure, which warns an employee against violation of your Company’s code of conduct.
Employee Warning Letters
Employee warning letters are formal documents sent by the HR department in a company to an employee to caution them against poor performance, discipline, or misconduct. They mention the issue at hand, the punishments the employee may suffer, as well as future expectations in terms of behavior.
Employee Warning Forms
Employee warning forms are official documents used to warn employees of the consequences of their misconduct, poor performance, or indiscipline. They usually state what the employee did wrong, possible consequences, as well as what might follow after a repeat of the action.
Employee Disciplinary Letters
Employee disciplinary letters are formal documents sent to an employee to discuss the consequences of their improper performance or conduct in the workplace. Their purpose is to inform the employee of the course of action that will follow their breach of company policy.
Letters to Employee for Poor Performance
Employee warning letter for poor performance or behavior are messages sent to employees to address their unacceptable conduct. You can use them as a guide to format your own warning letter when mentioning the consequences of the employee’s actions.
Things to Keep in Mind When Issuing a Warning Letter
Below is an in-depth discussion highlighting the guidelines you must follow when issuing a warning letter to your employees. When you adhere to these, the entire process will incorporate the desired effect:
Ensure that you set up the location and time with your employee
This lets your employee know where you will be handling the issue, and you can achieve this by sending an email to your employee or through a written request. To confirm, you can make a call to make the employee understand how the meeting will be crucial.
Discuss the warning letter in a formal setting
Before you issue a warning letter, you need a discussion in the formal setting, like in the supervision’s cabin, your office, and your meeting room. Avoid public spaces like company cafeterias or restaurants. Make sure that you create a warning letter on the Company’s letterhead.
Print two copies
You should have two copies of your warning letter. One is made for your employee while the other one is for the official records.
Discuss the purpose for setting up meeting and discussion
Commence the discussion by stating why you set up the meeting and discuss with your employees in a specific duration. Ensure that you have in-depth details of the problem because the employees are likely to defend themselves. Discuss the outcome you expect from your employee within a specific timeline.
Make sure that you document your employees’ thoughts and get their signature on the copy of your Company. After that, file this letter in the employee’s record.
Do’s and Don’ts of Writing a Warning Letter to an Employee
When writing a warning letter to the employee, they are several things you need to consider to avoid and ensure that you deliver your message appropriately. Therefore, below are the dos and don’ts of the warning letter to your employee:
Consider the structure
Ensure that you keep this letter organized. The structure will assist you in laying out all details consistently with a confident tone on the letter. When writing this letter, follow the below format:
- Warning date
- The warning letter subject
- The employee’s name
- Violation details
- Reasons why the situation has been termed a violation
- Company’s disciplinary actions
- Signature
Indicate straight details
Once you have indicated the date, subject, and the employee’s name you are issuing the warning letter, commence by describing the situation immediately. As you clarify the situation, ensure you consider the following:
- The date when the incident happened
- List details clearly and briefly
- Avoid a lot of emotion
Include disciplinary action
When writing the warning letter, make sure you indicate the consequences your employee is likely to face. This should be a short paragraph that describes more about the disciplinary actions that the HR department will conflict with the employee if the issue proceeds.
Do not forget to get the employee’s signature or even follow up
As long as you have delivered the warning letter, you must confirm that your employee received it. At the end of the letter, there is a section for the employee to sign. Supposed you emailed the employee, you need to follow up to confirm that the email was received. The letter should also encourage the employee to write a response.
Proofread the letter
Proofread the letter to avoid punctuation as well as grammatical issues. It would help if you did this after drafting the letter. You can achieve this best via online proofreading and editing tool, such as Grammarly. Bear in mind that punctuation and grammatical mistakes cause misinterpretation and ambiguity.
Avoid making baseless claims
If you do not feel like adding credibility to the warning letter of your employee, describe how those issues can harm the image and the goal of the Company. To avoid baseless claims, support the letter with the company document statements.
Do not be personal
When preparing this document, ensure that you do not go personal. If you add an emotional tone, you are likely to lose the meaning of the letter. Ensure that you focus on the wrongdoing without indicating any personal feelings.
Offer a solution
As much as you write the warning letter, you should also find a solution to improve the wrongdoings. You can guarantee employee training from the best mentors to see progress in a short duration.
Conclusion
Writing a warning letter to an employee is never a happy circumstance. It is, however, often necessary. These letters should be clear, concise, and above all, consistent. Having a specific, consistent format for employee written warnings is critical to proving an employee’s behavior has been consistently unacceptable if the employee must be terminated. In this case, it is important to be able to show that the employee was warned several times about their behavior and notified of the immediate and long-term consequences of their behavior.
