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How to create a warning form to inform your employees about misbehavior or other violations?

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  Write Up Form:

  • Employee name
  • Position title
  • Location
  • Circumstances/actions warranting notice:
  • Recommendation/corrective actions
  • Consequences of further violations
  • Signature of supervisor
  • Title of supervisor
  • Date signed
  • Employee comments
  • Type of action: 
    • Verbal Warning (Dept. File Only), 
    • Written Warning, 
    • Suspension,
    • Begin, 
    • End,
    • Termination, 
    • Effective Date(s) of Incident, 
    • Time of Incident, 
  • Description of the Incident(s) or Behavior(s),
  •  Reported by, 
  • Other Individuals who may have information, 
  • Supporting Evidence, if any (please describe; attach copies of any documentation), 
  • Employee’s Comments, 
  • Other Individuals who may have information, 
  • Supporting Documentation, if any,
  • Corrective Action Plan, 
  • Next Action 
  • Step if Problem Continues,
  • Follow up, Two weeks, One month, Three months, Six months, 
  • I acknowledge receipt of this disciplinary action and that its contents have been discussed with me.
  • I understand that my signature does not necessarily indicate agreement and that refusal to sign will not invalidate the disciplinary action.  
  • I understand that this form will be placed in my personnel file.  
  • I further have been informed that I may submit a written response to the information in this form, and that my written response will also be kept in my personnel file.

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

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