The people in charge of an organization should not tolerate any inappropriate behavior from their subordinates. Doing so would lead to disrespect from management, colleagues, and juniors, and that will ultimately lead to chaos. One way to handle this situation is to write an employee warning letter to the person who committed the unacceptable conduct. This letter is also known as a disciplinary form or an employee warning form.
Next, we will show you what a warning letter for employees is, and we will also leave you free downloadable templates.
When is an Employee Warning Letter Used
Employees are judged based on their performance. Generally, it is the responsibility of the Human Resources Department to monitor your occupation and conduct. They then issue an employee warning letter if the employee is under-performing or engaging in unacceptable behavior. Issuing the letter to the employee can help avoid future disputes.
An employee warning letter is also referred to as:
- Written warning
- Letter of caution
- Letter of reprimand
- Formal notice
The employee warning letter must take the form of an official document stating the unacceptable conduct of the employee in question
The reasons can include attendance, behavior, performance, and other issues that require attention.
These are the most common reasons that may warrant the issuance of such a letter:
- Breach of labor obligations.
- Frequent tardiness.
- Lack of work without notice.
- A violation of the company’s confidentiality policy.
- A violation of the health and safety policy.
- A violation of the alcohol and drug policy.
- Misrepresenting Theft ratings.
- Threatening or physically harming co-workers.
Writing an employee warning letter could be a daunting task, but if you want to order and discipline to infuse your workforce, you must. The letter should state the reasons why you are reprimanding the employee.
Here are some details that can be part of this letter:
- The employee does not measure the business standards of the company.
- You are aware of the employee’s continued inappropriate behaviors.
- The letter should specify the steps the employee must take to rectify their situation.
- Supporting documents such as performance reviews and attendance records are the best proof of unsatisfactory employee performance.
Keep a sample employee warning letter for the worker on file, as this can help the employer against any lawsuits, should the employee try to sue or cause a labor dispute. The warning letters are broad enough to dismiss the case.
Information Included in Employee Warning Letter
As the name suggests, it is a warning from the employer to the employee, informing the latter of his failure to comply with the corporation’s guidelines. It works as an appeal to the proletariat about their inappropriate behavior, and the warning letter for employees can include the consequences of the actions.
Pro Tip: When writing a warning letter, employers should also keep a copy for human resource documentation purposes.
The necessary information that an employee warning form or letter can include are the following:
- The employee’s personal information, such as name, employee number, and title.
- Company information, such as the company name, the manager’s name, and even the human resources officer’s name, where applicable.
- Information about the policy or rule that the employee broke due to the behavior.
- What the worker must do or improve to better their situation.
There should also be an area for employee comments, signature details for all parties involved if a follow-up meeting is still required, and when the follow-up assessment or estimate will occur.
An employee warning letter should generally refer to a particular incident or several incidents that have taken place in a short time, such as a couple of days or weeks. It will ensure that the company maintains detailed records of incidents and can easily remember where they made mistakes.
Creating an Employee Warning Letter
Employers generally issue an employee warning letter for unacceptable behavior or conduct in which employees engage. It is the last resort of warning to the employee that such actions are not tolerated. It also allows the employee to repair his habits. Otherwise, he will suffer the consequences. If there is still an ongoing violation, the company has all rights to relieve or suspend the employee from their position.
Here are some helpful tips for writing an effective employee warning letter:
- Get straight to the point. Indicates employee conduct or actions that are not unacceptable by company standards also if the employee continues to repeat the behavior despite various verbal warnings.
- Remind the worker that the letter is a warning for violations.
- It indicates that if this trend continues, the company will resort to more severe actions that may include suspension or termination.
- Finish the employee warning letter asking the worker to correct his behavior and have good behavior.
The employee warning letter should be very concise and straightforward so that your employee understands it quickly. Also, emphasize lousy behavior early on, so there is no chance of misinterpretation.
Although the employee warning letter has a negative connotation, you can still state your intention politely. Keep in mind that the letter will also help the employee both personally and professionally. It will ensure the continuous and smooth operation of the workforce.
Once the employer has fulfilled the requirements for dealing with the employee who made a mistake, you can prepare the employee warning letter that will include all relevant information when requested. The letter must include all the details to inform the employee about the transgressions committed and what he can do to correct this.
The employer letter may include:
- Details of any prior warnings made against the employee.
- Details of any meetings that have occurred.
- Details of the poor job performance of employees.
- Confirm if the employee had the opportunity to explain himself.
- If the employee has already had a chance to explain, you can include this explanation’s details.
- If the employee will have the opportunity to explain details about what to do.
- Details of what the employee must do to improve their job performance.
- Details of any follow-up meetings, if applicable.
- Any additional comments that the employer or the person preparing the letter on behalf of the employer wants to include.
After preparing the employee’s warning letter and checking all the supporting documents, the employer can arrange a meeting with the employee during which the employer must provide the warning letter.
If the employee is not ready to attend the meeting or join the HR team for a discussion, the employer can receive the letter at the official address of the employee’s home.
After the employee has accepted the employee’s warning letter, the employer can begin to monitor the employee’s performance. If there is a date for a next meeting, the employer will have to follow up on that date and follow up with the employee as agreed. If there is no improvement in the employee’s work ethics, the employer will have to write another warning letter. It will be the final warning letter to the employee who made a mistake.
Employee Warning Letter Sample
23 February 2021
Subject: Disciplinary warning action for irregular attendance
This letter is to put particular performance concerns in your work to your notice. You have been reporting to the office irregularly, late, and leaving early in the last few months.
It has influenced your results, and any work deadlines or obligations have not been entirely fulfilled by you. You have now been verbally warned twice about this and have been asked to be more disciplined about your attendance.
However, your erratic conduct has persisted, and we are serving you with this formal warning letter asking you to strictly stick to the work schedules and responsibilities as per company policy. We are going to be compelled to take more decisive action after this.
If you are having any problems at work or in your personal life, you are welcome to discuss them.
But such indiscipline in attendance cannot continue.
How to Use an Employee Warning Letter
Employers are committed to their workers and buyers to maintain a consistent, effective, and positive work environment. If any event puts this work environment at risk, the employer must respond quickly.
In that circumstance, an employee disciplinary letter is required, especially if employers’ above verbal warnings are not followed or if the employee ignores them. Destructive behaviors will cause the employer to issue a warning notice as the first step in solving the problem.
Only a person in authority can issue the employee warning letter, and it is based on the severity of the crime. Employers can issue the letter against an individual, a group, or even an entire department. The warning letter is correspondence between the employer and its employee. It also becomes an official record that you can use for future reference.
Probationary periods are specified periods where workers are excluded from such contractual things, most notably the warning period necessary for termination. Contract employees or others working part-time could be given shortened probationary period.
No law specifies the duration of a probationary period. It is common to last no longer than six months for a probationary period and three months when an employee transitions internally to a new job.
Tips to Write a Warning Letter Professionally
Employers will also need to follow specific procedures when writing this type of letter.
Here are some tips that should help you in writing the document:
- The labor law defines the minimum standards for employment. Therefore, you may need to refer to the law before writing an employee warning letter.
- If there is an applicable industry instrument, such as a registered award or agreement, you may need to attach additional requirements.
- Violation of an employment contract or employment policy may also require additional requirements.
- Whatever the case, the employer must meet the requirements that must be met when writing the letter.
Following are some of the documents related to the employee warning letter:
Employee evaluation is used to measure the job performance of an employee.
Employment termination letter
Employee termination letter is used to tell an employee that he is no longer employed.
Employment contract defines the rules, duties, and obligations of an employee during a specific period.
If an employee refuses to sign it then the company has the right to issue a termination letter.
The number of warnings depend on violations but generally 2-3 warnings are considered enough.
The warning letter is a way to document the employee’s conduct in the company. In the event of a labor lawsuit, the letter can be documented evidence of what has been going on in the company and with the employee. The letter is usually written by the Human Resources department of the company where the worker is employed.