Employment Warning Letter Sample

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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 sample sentences:

    Dear Sir/Madam {{Name}},
    This is your {{first/second/final}} warning in relation to {{conduct or performance issue}}. This warning follows the counselling/disciplinary interview held on {{date}} in relation to this issue.
    Continued unacceptable {{behavior or performance issue}} will result in further disciplinary action which may ultimately result in the termination of your employment.
    As discussed, and agreed during the interview, the following improvements are required to be made immediately by you.
    {{required improvements}}
    Your {{conduct/performance}} will be reviewed on {{date}}. This warning will be placed on your personnel file. Please sign, date and return the enclosed copy of this letter as confirmation of receipt.
    If you have any queries or would like to discuss the matter further, I encourage you to contact me as soon as possible on {{contact number}}.
    Yours sincerely,

    Download this employment warning letter to employee now 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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