Employee Warning Letter Summary

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How to write a warning letter to inform an employee about behavior or performance issue?

When you write a formal warning to an employee that certain behavior is unacceptable in the working environment and culture, which are often already specified in the company’s code of conduct. Such notifications are a disciplinary measure that is commonly used by employers to inform their staff members that they have violated company rules and continuing to do so may lead to more serious consequences. In such a letter, an employee should mention the behavior in which the employee is being reprimanded with the relevant events and dates when the code was broken. The consequences of repeating the same mistakes will also be specified, as well as what the employee should do to improve the situation. 

Common situations when a warning letter is issues:

  • tardiness,
  • late coming or excessive absence,
  • job abandonment,
  • refuse to work, 
  • sexual harassment, 
  • disrespectful behavior,
  • etc.

Writing suggestions when you want to send out a warning letter to an employee:

  • Describe the violation and keep it factual;
  • Specify the time and date when the problem or mistake occurred;
  • Describe the possible consequences that will result from repeated unacceptable misconduct;
  • Reinforce employee obligations he or she might have;
  • Mention the company policy, HR handbook chapter or code of conduct that the employee broke;
  • Describe what the employee can do to rectify or better the situation;
  • Give the warning letter as soon as possible after the incident happens;
  • Talk to the employee when handing over the warning;
  • Be clear, unambiguous and be consistent.

It provides information about employee misconduct so that employees do not misunderstand.

Employee Warning Letter Format:

  1. First paragraph must make the most impact and should write in the very beginning why is the recipient of the letter being warned and about what. If it is any specific incident then the incident can be described briefly or if this is repeated behavior, then mention what activities are unacceptable.
  2. Second paragraph, the consequences of not paying attention to the warning may be given. If it is a warning to an employee then his employment may be terminated, if it is a tenant, his lease may be terminated and so on.
  3. Last paragraph, you can sign off by mentioning the warning again and hoping for a positive change in behavior from the receiver.

Download this warning letter to inform someone about misbehavior and modify it according to your preferences.

Nothing on this site shall be considered legal advice and no attorney-client relationship is established.

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