Warning Letter: A warning letter is a letter addressed to an employee in response to poor performance, misconduct or a disciplinary issue. The letter also addresses the expected behaviour, or measures to make up for the shortcomings. Warning letters are usually sent by Human Resource personnel or heads of department to their respective team members. Warning letters are also called Employee Warning Form or a Letter of Reprimand.
When is a Warning Letter Used? A warning letter is used for many purposes, especially as a disciplinary measure. One of the most common reasons which might merit the issuance of a warning letter includes: Breach of drug and alcohol policy, missing work without prior notice, failure to meet targets, failure to meet work-related obligations, punctuality, breach of health and safety protocol, etc. Regardless, a well-drafted warning letter will help to keep the employee in check and seek measures for resolution. The following writing tips and tricks will help to make a warning letter much more effective.
Get Other Types of Letter Writing like Formal, Informal and Different Types of Letter Writing Samples.
Warning Letter Guidelines
- Dive straight to the point
- State the precise actions of the employee
- Mention that their actions are unacceptable from a company perspective
- State that if the trend continues, the company will be forced to resort to sterner actions that may result in the suspension or termination of the employee
- Conclude the letter by stating that the employee has to resolve his issue (performance/ good behaviour) effective immediately.
Also note, warning letters generally have a negative connotation, but this may be required to ensure that the employee improves eventually. However, try to be polite wherever possible and excessively stern wordings may not be quite effective.
Warning Letter Template
Following is a commonly used template for warning letters.
Warning Letter Samples
The following are a few warning letter samples for various scenarios.
Sample 1 – Performance Related Warning Letter
Sample 2 – Warning Letter for Tardiness
Sample 3 – Warning Letter for Unacceptable Workplace Behaviour
FAQ’s on Warning Letter
What is a Warning Letter?
A warning letter is a letter addressed to an employee in response to their poor performance, misconduct or any other disciplinary issue.
When is a Warning Letter Used?
A warning letter is used for many purposes, especially as a disciplinary measure. Common reasons to which may merit the use of a warning letter include breach of drug and alcohol policy, missing work without prior notice, failure to meet targets, failure to meet work-related obligations, punctuality etc.
How do you write a warning letter?
When writing a warning letter, jump straight to the point, if required, state the precise actions of the employee. Mention that their actions are unacceptable from a company perspective. State that if the trend continues, the organisation will resort to sterner actions that may result in the suspension or termination of the employee. Conclude the letter by stating that the employee has to resolve his issue effective immediately.
What should a written warning contain?
A warning letter should contain the exact reason for the warning. It must also contain the precise number of incidents or events that have led the situation warranting the letter (such as the number of times being tardy, number of times an employee failed to meet targets etc.) The letter must also state the consequences if the employee does not show any improvement.