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.
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.
|Name of Company/Letterhead
Warning letter for _(state the reason)_
Dear Mr./Ms. (last name),
|Oceania Shipping Company
1250, Brighton Pier Road
Contact no. 00489-87696
Date: December 5th, 2012
Warning letter for violating the company rules and regulations
Dear Mr. Anderson,
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.
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.