Skip to main content

How to Write a Warning Letter to an Employee? Get Free HR format

How to Write a Warning Letter to an Employee? Get Free HR format


Warning letter to employee by written warning notice format

How do I write an employee warning notice?

11+ Employee Warning Letter Template - PDF, DOC | Free...
10+ Official Warning Letters
How to Write a Warning Letter to an Employee
How to Write Warning Letter for an Employee
Warning Letters

Employee Warning Letter Template|Get Free HR format

Want to Draft a Warning Letter to Employee? Get Free HR format


Definition of Warning Letter

A warning letter to an employee is a formal HR process to record misconduct, a disciplinary issue or poor performance and discuss it with the employee.

When to issue Warning letter?

Warning letter or notice is issued to employee for poor performance or misconduct after final verbal warning.
The letter also helps in setting expectations for future behavior and may be a precursor to termination.
An Employee Warning Letter is a form that an employer gives to an employee to inform them of a breach of company protocol.
It serves to let the employee know of their infraction and what the consequences of their action will be.
The employer should also keep a copy of the letter for documentation purposes.

The tone of the warning letter can be polite because, despite its negative connotation, a warning letter to an employee is always issued with the intention of helping that employee, both professionally and personally, and so ensuring the smooth functioning of the company.

Many employers choose to use the following process (even if not required by law). However, if the law requires more to be done, then it may be necessary for the employer to do more than this:

  1. Have a first meeting with the employee, to discuss the performance issues; provide a strategy for improvement (such as deadlines for improvement, and quantifiable goals for the employee). Provide a letter of warning to the employee.
  2. If performance has not improved by the due date, have a second meeting with the employee to advise that performance has still not improved. Provide a second letter of warning to the employee.
  3. If performance still does not improve, have a third meeting with the employee. Advise the employee that if their performance does not improve by a particular date, their employment may be terminated. Provide a third warning letter to the employee, confirming these details.
  4. If performance still does not improve, have a fourth meeting with the employee to terminate employment, and provide a copy of this letter.

The information that may be added to this letter includes

  1. details of any previous warnings that the employee has received;
  2. details of any meetings that have occurred;
  3. details of the problems with the employee's job performance;
  4. confirmation of whether or not the employee has been or will be given the chance to explain him or herself;
  5. if the employee has already been given the chance to explain, details of this explanation may be included;
  6. if the employee will be given the chance to explain, details of how they should do this may be included;
  7. details of what the employee must do in order to improve his or her job performance;
  8. details of any follow up meeting;
  9. any further comments that the employer (or the person preparing the letter on behalf of the employer) wants to include.
How to conduct a meeting?

It is always advisable to have a personal meeting with the particular employee along with his/her immediate superior .However, In case the employee is not ready to attend the meeting or join the HR team for a discussion, the employer can have the letter delivered to the employee’s official home address. Just in case, employee refused to sign the letter – record everything and pen down on the letter itself for future reference and record.

Use attached sample letters to send a formal, written warning notice to employees who violate your company policies. You can customize this template whether it's a first or a final warning notice.

DOWNLOAD LINK - WARNING LETTER TEMPLATE(WORD) 

 https://drive.google.com/file/d/1eYUPRLCcaBo8Bo8RxmsCIUbXZrCWqxUQ/view?usp=sharing
https://drive.google.com/file/d/1lL7G4rgqfKatlns6-tL5JFhFn48m4DA_/view?usp=sharing
https://drive.google.com/file/d/1DLCzBeQb2dmbUtzAZ8kNb4qEGYz8CwjK/view?usp=sharing

Have you ever had to issue a warning letter before? Share your experiences with us in the comments section below.

Related Post



Labels:

Comments

Post a Comment

Please do not add any spam link in the comment box

Popular posts from this blog

Performance Appraisal Management System (PAMS)|Guidelines for developing a performance Management system

Performance Appraisal Management System (PAMS)| Guidelines for developing a Performance Management System Image by: Teala Wilson Performance Appraisal Management System has been around for more than a decade (100 years) now, yet no one is getting it right! Too often, the employees’ listens as the managers lead the conversation. An effective PAMS works similar to a walkie-talkie. An Introduction to Performance Appraisal Management System It is a process which contributes to the effective management of talents (Individual and team) in order to achieve improved levels of employee and organization performance and development. A performance appraisal is: One of the Managers utmost important responsibilities An on-going process, not a single event. The finale of brief meetings between the manager and employee during the entire performance period. An impartial way to determine whether the employee has met preset expectations and how well he/she has done. A tool to
1 comment
Read more

HARASSMENT IN THE WORKPLACE: EVERYTHING YOU NEED TO KNOW, HOW TO PREVENT HARASSMENT IN THE WORKPLACE? WHAT IS SEXUAL HARASSMENT IN THE WORKPLACE?

HARASSMENT IN THE WORKPLACE: EVERYTHING YOU NEED TO KNOW, HOW TO PREVENT HARASSMENT IN THE WORKPLACE? WHAT IS SEXUAL HARASSMENT IN THE WORKPLACE? Types of Harassment in the Workplace What is Sexual harassment in the workplace? How to draft Policy of Sexual harassment in the workplace? Identifying and Preventing Harassment in Your Workplace Common Examples of Workplace Harassment Harassment in the Workplace: Everything You Need to Know How to Identify & Report Sexual Harassment in the Workplace Harassment- and Bullying-Free Workplace Policy How to Prevent Harassment in the Workplace Code of practice to address workplace harassment Handbook on Sexual Harassment of Women at Workplace Image Courtesy: inkraft555@blogspot.com HARASSMENT: A HOLISTIC VIEW Harassment covers a wide range of behaviors of an offensive nature. It is commonly understood as behavior that demeans, humiliates or embarrasses a person, and it is characteristically identified by its unl
Post a Comment
Read more

HR End to End ...small # medium# Startups

HR End to End ...small # medium# Startups  A very warm welcome!! We are pleased to introduce ourselves as a HR services provider company that aspires to be the best partner to its clients. We have great value for our clients with whom we maintain a very close interaction and thus our success lies in providing successful service and backup with mutual consent and co-operation. Our philosophy is to.. aid you succeed! … by providing one stop HR solution to meet the every expectation of our clients with regards to their most valuable resources which is Human Capital! Our dedicated team of competent and well networked professionals aids our clients to accelerate innovotation,increase productivity, reduce cost and optimize human asset utilization in order to achieve continuous growth and desired profitability. Area of Focus Our prime focus is to deliver customized HR solutions… Just for you! We are delighted to offer the broadest HR solutions portfolio ranging from –
2 comments
Read more