Employee Warning Letter due to unacceptable Conduct


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Are you looking for an Employee Warning Letter template? We have created a free template to help you draft an effective warning letter. You can download the template for free and customize it to fit your needs.


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Are you looking for an Employee Warning Letter template? How to write a Warning Letter to an employee due to unacceptable conduct? We have created a free template to help you draft an effective warning letter. You can download the template for free and customize it to fit your needs.

A Warning Letter is a letter or form that a boss can send to the employer, to inform him/her/them of a breach of company protocol. A good reason can be due to the poor performance of the employee. It serves to let the employee know of their infraction and what the consequences of that action will be. We support you and your company by providing this Employee Warning Letter HR template, which will help you to make a perfect one! Written Warning This written warning is issued for your failure to meet the performance expectations of your position. This will save you or your HR department time, cost, and effort and help you to reach the next level of success in your work and business!

Writing a warning letter to an employee due to unacceptable conduct requires a professional and constructive approach. Here's a step-by-step guide on how to write such a letter:

  1. Use a Formal Format:
    • Begin the letter with your company's letterhead, including the company name, address, and contact information.
  2. Date and Salutation:
    • Add the current date and address of the employee by their full name and job title.
  3. Introduction:
    • Start with a clear and concise opening statement that explains the purpose of the letter. For example: "I am writing this letter to address concerns regarding your recent conduct in the workplace."
  4. Description of Unacceptable Conduct:
    • Provide a detailed description of the specific instances of unacceptable conduct. Be objective and use factual language, avoiding personal judgments or emotions.
  5. Company Policies or Standards:
    1. Reference the relevant company policies, procedures, or standards that were violated by the employee's conduct. Provide specific policy names and sections, if possible.
  6. Documentation and Evidence:
    • If available, attach or reference any supporting documentation or evidence that corroborates the unacceptable conduct. This could include emails, witness statements, or video footage.
  7. Previous Discussions (if applicable):
    • Mention any prior verbal warnings, discussions, or coaching sessions related to similar conduct, if applicable.
  8. Expectations for Improvement:
    • Clearly outline the expected changes in behavior, conduct, or performance. Specify the timeline for improvement and any specific steps the employee should take.
  9. Consequences:
    • Explain the potential consequences if the unacceptable conduct continues or if the employee fails to meet the expectations. Mention that this warning letter is a formal step in the progressive discipline process.
  10. Support and Resources (if applicable):
    • Offer information on any resources, training, or support available to help the employee address the issues.
  11. Request for Acknowledgment:
    • Ask the employee to acknowledge receipt of the warning letter by signing and dating it. This acknowledgment does not indicate agreement but serves as evidence of receipt.
  12. Witness (if applicable):
    • If a witness was present during discussions or when the warning was issued, note their presence in the letter.
  13. Copies:
    • Specify the distribution of copies, such as one for the employee, one for their personnel file, and one for the supervisor's records.
  14. Closing:
    • Close the letter with a professional and courteous closing, such as "Sincerely" or "Best regards," followed by your signature and printed name.
  15. HR Review (if required):
    • In some organizations, HR may need to review and approve warning letters before they are issued.
  16. Delivery:
    • Deliver the letter to the employee through a formal meeting, with a witness present if needed, or by certified mail with a return receipt requested to ensure it's received.
Remember to maintain a respectful and objective tone throughout the letter, focusing on the behavior or performance issues rather than making personal judgments. The goal is to provide clear feedback and an opportunity for improvement while ensuring that the organization's policies and procedures are followed.

Download this Human Resources Employee Warning Letter template now! As an employer, ensure to keep a copy of the warning letter for future usage if necessary.


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