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Warning Letter to an Employee

Warning Letter to an Employee

A warning letter to an employee should be given in case of repeated instances of violation of the company rules and regulations. This article provides you a template and a sample of how to write a warning letter to an employee.
Ujwal Deshmukh
In an organization where a number of people work together, it is quite likely that company rules get broken intentionally or unintentionally. A single instance of violation, under genuine and well-justified circumstances might be forgiven. Repeated instances of violation might compel the company management to take strict action against an employee in the form of suspension, termination of job, penalty, etc. Organizations might directly take such firm action, or issue a warning letter to the employee to give the employee a second chance. Here is how a warning letter is to be written.

Things to Remember

✍ A warning letter is an official document given to an employee, to warn him against his unacceptable behavior or work performance. Hence, it should always be issued on a company's letterhead.

✍ Issuance of a warning letter can tarnish an employee's work record and career. Therefore, it is recommended that all the allegations are verified and confirmed before putting them on paper.

✍ Cite a relevant policy/rule number (if any) from the company's book of conduct/employees' manual, that has been broken by the employee.

✍ Clearly mention the reason for which the letter is being issued. Present the facts with utmost care, preciseness and impartiality, so that your warning reflects firmness.

✍ Ideally, mention a deadline by which the company's management expects the employee to rectify his errors or improve his behavior.

✍ Towards the end, mention the punitive action that would be taken by the company if the employee fails to show any positive changes.

Letter Template

Name of Company/Letterhead
Company Address
Contact Number

Date:

To
Employee's Name
Employee's Position
Department Name
Employee Number

Warning letter for _(state the reason)_

Dear Mr./Ms. (last name),
First Paragraph
This paragraph states the reason why the warning letter has been issued to the employee. If required, one may mention the offense committed or a specific code of conduct broken by the employee.

Second Paragraph
This paragraph issues the actual warning to the employee. It may state the action taken by the company as part of corrective action process and set up a deadline for correcting the problem. The paragraph closes by mentioning the effects of not rectifying the problems by the deadline issued to the addressee.

Sincerely,
-s/d
Sender's Name
Position
Department

Letter Sample

Oceania Shipping Company
1250, Brighton Pier Road
Brighton 25896
Contact no. 00489-87696

Date: December 5th, 2012

To
Mr. Mark Anderson
Employee Code: 14574
Marketing Department

Warning letter for violating the company rules and regulations

Dear Mr. Anderson,
In accordance to HR policy no. 103-b (refer to Oceania Shipping Company employees' manual), we are issuing you a warning letter for your coming late to work for the past one month.

The work timings have been clarified to you on the first day of work, and you had agreed to abide by it. However, it is observed that you have been constantly coming late to the office for reasons unknown to the management. This can seriously affect the company's productivity, your performance and appraisal rankings in the future. Problems if any, must be sorted out with your immediate supervisor.

Henceforth, your 'in' and 'out' timings would be closely monitored by the management and it is expected that you adhere to the 'in timings' as specified by the company. Failure to meet the requirements would result in serious actions and might also lead to the termination of your service.

Sincerely,
-s/d
Mr. George Patterson
Manager
HR and Employee Relations

While issuing a warning letter, one needs to keep in mind that an employee's moral is not getting affected in any way. Also, the employers should not be excessively critical about the whole situation. That will surely compel the employee to focus on his or her mistakes and learn from them constructively. It will also lead to a better professional relationship between the employer and the employee.