Sample Warning Letter in English
A warning letter is a formal document that is used to inform an employee about their misconduct or inappropriate behavior. It is typically issued when an employee violates company policy, fails to meet performance expectations, or engages in other unacceptable behavior.
Purpose of a Warning Letter
The purpose of a warning letter is to:
- Document the employee's misconduct or inappropriate behavior. This helps to create a record of the issue and can be used as evidence in future disciplinary action.
- Inform the employee of the consequences of their actions. The letter should clearly outline the specific policies or expectations that were violated and the potential consequences of further misconduct.
- Provide the employee with an opportunity to improve. The letter may include a plan for improvement or a deadline for the employee to correct their behavior.
- Protect the company from legal liability. By documenting the warning, the company can demonstrate that it took appropriate steps to address the issue.
Sample Warning Letter Template
[Your Company Name] [Your Company Address] [Your Company Phone Number] [Your Company Email Address]
Date:
To: [Employee Name] From: [Your Name/Your Position] Subject: Warning Letter - [Reason for Warning]
This letter serves as a formal warning regarding your recent actions/behavior on [date of incident]. Specifically, [briefly describe the specific issue and the company policy or expectation that was violated].
This behavior is unacceptable and violates [name of company policy/expectation] and could potentially lead to further disciplinary action, up to and including termination of employment.
You are expected to [clearly state the action you expect the employee to take].
Please be aware that further instances of [specific issue] will not be tolerated.
You have the right to discuss this matter with a union representative if applicable. You are also welcome to schedule a meeting to discuss this warning further.
Sincerely,
[Your Name/Your Position]
Important Points to Remember:
- Be specific: State the exact issue and the company policy that was violated.
- Be objective: Avoid personal attacks or emotional language.
- Be consistent: Ensure the letter is consistent with company policies and procedures.
- Offer opportunity for improvement: Give the employee a chance to correct their behavior.
- Keep it formal: Use professional language and a formal tone.
- Maintain a copy for your records.
Disclaimer: This is a general template and should be adapted to fit the specific circumstances of each situation. You should always consult with legal counsel before issuing a warning letter.
