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Warning letters to employees sample

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Warning letters to employees sample
November 13, 2018 Wedding Anniversary Wishes 2 comments

Learn how to effectively write a warning letter to an employee with this useful guide – includes tips and samples for structuring your own letter.

Are you looking to create your first warning letter to employee or want an official communication mechanism in your HR department? This blog shares some frequently used warning letter templates that you can copy and use immediately. Further, we have explained the entire process that you must use to transform employees’ behavior.

Let us first understand why we need to issue a warning letter to employees.

What calls for a 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. The letter also helps in setting expectations for future behavior and may be a precursor to termination.

A warning letter is a formal communication mechanism that allows HR managers to take control of the situation and take necessary actions that follow the Company Policy.

When verbal communication between an employee and their supervisor (or HR Manager) do not lead to the desired changes, a written warning letter helps in highlighting the situation and recording the gaps. The process helps in ensuring the following

  • Documenting a warning through a formal letter ensures that the employees understands the matter is serious and needs timebound improvement
  • Storing written communication in an employee file allows easier access if the behavior is repeated
  • Official warning letters to employees can be used legally if termination (or other legal action) must be carried out

What to do while issuing a warning letter to employee

The following guidelines should be followed when you want to issue a warning letter to an employee. By adhering to these, you will ensure that the process has the desired impact

  • Setup a time and location with the employee where you will discuss the issue. This should preferably be done by sending an email to the employee or a written request (if the employee is not on email). Follow it up with a phone call to ensure the employee understands the importance of the meeting.
  • It is advisable to discuss the warning letter in a formal setting such as a meeting room, your office or a supervisor’s cabin and never in public places such as restaurants or company cafeteria.
  • Always create the warning letter on your company’s letterhead.
  • Print two copies of the warning letter, one for the employee and the other for office records.
  • Start the discussion by sharing why you have setup the meeting and discuss the issue with the employee citing specific areas which were of concern. It is better to be prepared with in depth details of the issue since the employee will often try to justify their behavior.
  • Discuss the specific outcomes that are expected from the employee in a specific timeline.
  • Document the employee’s thoughts (if any) on the company copy of the warning letter.
  • Share a signed copy of the warning letter with the employee and get the signature of the employee on the company copy. File the letter in employee records.

Here are three warning letter templates that you can copy to a word document and issue to employees as the need arises. You will need to fill in the data that is applicable to the specific situation by filling in replaceable data that is indicated between angular brackets (< >)

Warning Letter: Discipline Issue

Note: This warning letter is to be issued to employees in case they have violated key sections in the company policy document. Examples include harassment and violence.

Date: <The date when the letter was generated>

Name: <Full Name of employee>
Address: <Address of office location>

Re: Warning for Disciplinary Incident

Dear <First name of the Employee>,

This letter is to serve an official warning to you for the incident that happened on <Date of Incident>. We were informed about <Describe in brief the Incident>. This kind of misconduct is not expected in the workplace and is against Company Policy <mention the name of policy, page number, section no, para number, or serial number in the company policy document>.

Our policy and guidelines are designed with a goal to make the work environment and company culture open and safe for all employees at all levels. We expect every employee to respect and follow these guidelines in order to encourage a collaborative and performance oriented work culture.

Since you have been found to be violating the rules, we are hereby putting you on a warning period <Mention the duration of warning Period>. During this period, your behavior will be monitored.

Any re-occurrence of the violation will ensure strict action against you that may be followed by

(a) Suspension without pay or

(b) Termination without prior notice.

We continue to believe that you are a valuable part of our organization and expect you to show immediate improvements. Looking forward to seeing positive outcomes of this discussion.

If you need of my assistance or have queries, please feel free to reach out to me anytime. You are requested to sign a copy of this letter to indicate your acknowledgement of the discussion.

Sincerely,

<Your Name><Employee Name>
<Title><Employee Title and Department>
<Date><Date>
<Signature><Employee Signature>
<Any notes and follow up action>

Warning Letter: Performance Issues

Note: This employee warning letter documents issues related to employee performance and is a formal mechanism to indicate that the employee needs to achieve their goals, or they may face termination.

Date: <The date when the letter was generated>

Name: <Full Name of employee>
Address: <Address of office location>

Re: Warning for Poor Work Performance

Dear <First name of the Employee>,

This letter serves a written warning to you for not meeting your objectives as outlined in your <Appointment Letter / Job Description / Prior performance appraisal / Goals as agreed between you and your supervisor>.

This letter confirms our discussion held on <date> regarding your below-par performance.

As intimated by <the management / your supervisor>, we are putting you on a Corrective Action Plan commencing from < mention date>. This plan is being introduced to bring your performance up to an acceptable standard, considering your capabilities and requirements of your job role.

Each member in our company is expected to contribute to the best of their abilities and meet the objectives laid out in their job role. Hence, we would like you to immediately improve your performance and meet expectations of your supervisor and company management.

We believe that you have the potential to be a meaningful contributor and would like you to work with commitment and resolve.

If you need of my assistance or have queries, please feel free to reach out to me anytime. You are requested to sign a copy of this letter to indicate your acknowledgement of the discussion and also document specific outcomes in the notes section below

Sincerely,

<Your Name><Employee Name>
<Title><Employee Title and Department>
<Date><Date>
<Signature><Employee Signature>
<Any notes and follow up action>

Warning Letter: Frequent absence

Note: This warning letter to employee is to be issued in cases where employees are frequently absent or do not follow their time schedules.

Date: <The date when the letter was generated>

Name: <Full Name of employee>
Address: <Address of office location>

Re: Warning for Irregular Attendance

Dear <First name of the Employee>,

This letter is to serve a written warning to you for being irregular at work in <specify period>. We have observed the following issues. <Remove the non-applicable items>

  • You are taking too many leaves without prior approval of your supervisor
  • You are late at work or often leave prior to the close of office hours
  • You do not spend required hours in office
  • You do not conform to your shift timings

It has come to my knowledge that your supervisor has already discussed this with you multiple times but there are no improvement seen so far. Please consider this letter as an official warning from the management of our company.

Office is a place where your presence matters. Every employee (including you) has work targets and responsibilities and unexpected absence of any team member hampers the productivity and eventual outcomes that everyone is working for. Irregular attendance also affects the team morale and company discipline.

We are putting you on a warning period of <specify duration> and your attendance will be observed closely. If you continue to violate these policies and do not show changes in your behavior, the company reserves the right to terminate your employment without any further notice.

If you need of my assistance or have queries, please feel free to reach out to me anytime. You are requested to sign a copy of this letter to indicate your acknowledgement of the discussion and also document specific outcomes in the notes section below

Sincerely,

<Your Name><Employee Name>
<Title><Employee Title and Department>
<Date><Date>
<Signature><Employee Signature>
<Any notes and follow up action>

Concluding Thoughts

  • Linking a disciplinary issue with an online Performance Improvement Plan helps you ensure that feedback is timely and remedial action can be taken.
  • If your employee responds well and shows improvement, don’t forget to follow up with positive feedback and words of encouragement.
  • It will be helpful to manage the entire “warning letter to employee” process in your HRMS to allow standardization of templates and an easier generation process.

Easily customize our Employee Warning Letter to create a formal infraction notice for your employee. Create your warning letter quickly and easily using our.

Employee Warning Notice

warning letters to employees sample

Every organization has a set of rules and regulations that need to follow. These set of rules and regulations help maintain the decorum and the work environment of the organization. There are times when employees fail to follow the rules and regulations and either intentionally or unintentionally takes actions that compromise the protocol of the organization. Such employees are to be given a warning notice which would caution them about their actions and for the future, warn them that if it happens again, there might be strict actions.

The Employee warning notice should be drafted by the manager or the supervisor of the employee in question so that the employee feels that a direct warning has been given. The tone of the warning should be formal and a bit strict.

Be extra careful that the tone doesn’t get too harsh as it may scare off the employee instead of achieving the goal in mind. It should be written with utmost respect as to not demotivate the employee. The reason behind giving the warning notice should also be mentioned along with actions that should be taken by the employee to rectify the mistake.

The notice should also inform the employee about future implications if the action was to be repeated. It is vital that no information should be held back from the employee so that he/she is fully aware of the consequences. If the employee needs to pay a penalty, then that should be mentioned very clearly as well.

Preview and Details of Template

 

File: Word (.doc) 2007+ and iPad Size 28 Kb | Download

File: OpenOffice (.odt) Writer [Writer] Size 17 Kb | Download

License: ENERGY  (Personal use only)
(Distribution) by Kate Elizabeth(CEO)


Sample -1

Dear Mr. Pearson

This letter is intended to inform you that due to your unprofessional attitude the human resource department has decided to issue you a formal warning letter. The management has been noticing work delays and inefficient reporting from quite some time, hence observing a decline in your work performance graphs.

Regardless of warning after which you agreed to rectify your behavior, there has been no positive change from your side. Your co-workers have also started complaining about your tardiness and inefficient work performance. It has been three months that project deadlines have not been reached, targets are not met, overall causing a loss to the company. The management expects you to decide and give a satisfactory and genuine explanation for this misconduct on your part.

Please be advised that further events of this nature are subject to strict disciplinary action and can even lead to your replacement from the project or even the termination of the company’s contract with you.

Yours faithfully,
[Your Name]

Download

File format: MS Word | Editable | Size: 23 KB


Employee warning notice for poor performance

It is hereby to inform you that I am writing you this last notice for poor performance. A manager has sent me your reports related to poor performance in the company. We have lost our two important clients due to your negligence in making the wrong reports on the previous project. They have lost trust from us and not willing for even revisions. This is the last warning. If I got such a complaint again then we will expel you from the office. Be careful, otherwise, you will be responsible for the consequence.

Employee warning notice for absenteeism

I am observing for many days that you remain absent off and on. Last month you did two holidays without informing and then last week you also remained absent for three days. You remain absent without providing application or sending a leave message. This is not a professional way. You must be punctual in office and in case if you are not coming to the office then inform us by sending a proper application or at least message to your manager. This is your last warning notice. If you will remain absent without informing, then the company may take action and may fire you from the job.

Employee warning notice for tardiness

I have got the biometric attendance sheet today and observed that you came in the office late continuously from 10 days. Furthermore, you do not come to office on time. The company does not allow to come late and consider it as absent if you come to office late for continuously three days. Therefore, it is to inform you that be on time. This is the last warning notice for tardiness. If you do not follow the company’s rule you must bear the possible consequence in terms of suspension or even termination.

Employee warning notice for unprofessional behavior

I have received complaints from the employees regarding your unprofessional behavior, I took it lightly. Yesterday, I received a call from the client that you do not respond to his call and messages. He is asking for the previous project files, but you are not providing him rather ignoring his messages. This is unprofessional, and company will not bear this. I am sending you this warning notice, it is good to behave professionally, and I must not receive such a complaint again. In case if I got such a complaint again then I will take serious action and maybe you have to lose your job. Be careful next time.

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Employee Warning Letter basics

warning letters to employees sample

Warning Letter to Employee for Poor Performance

More often than not, you might be wondering how to warn or reprimand your employee for his poor performance. The article below will tell you how to issue a warning letter to the employee for poor performance.
Last Updated: Apr 29, 2018
What do you think an organization expects from a person when it hires him / her? Performance is the answer, without doubt. An organization would reach the pedestal of success, only if each and every person involved in it is 'performing'. Performance is a very broad term with a huge meaning, it considers all the aspects related to the organization. Though performance measures vary from one organization to another, fulfillment of given targets is the most important one, which is considered while evaluating performance. The functioning of each employee is under scanner, and if there are repeated instances of the person under-performing, a warning letter is served to the employee to make amends and perform. Extra precaution and special care is necessary while writing a warning letter to an employee for poor performance. Neither should it be too harsh in the use of words, nor should it be too light and casual. The letter should just serve the purpose for which it is written, i.e., it should be a 'warning', which brings the employee back on track. Here are some sample letters given below, and a template, which would help you in the purpose.

Template

Your Name
Company Name
Address of the Company
Date

Employee Name
Employee Designation/Position
Employee Department

Subject: Warning letter for poor performance.

Dear Employee name,

(content of the letter)

Yours sincerely,
(Signature)
Your Name

Sample 1

Your name
Company Name
Address of the Company
Date

Employee Name
Employee Designation/Position
Employee Department

Subject: Warning letter for poor performance.

Dear (employee name),

The company has been monitoring your performance since the last couple of months, and it has unfortunately revealed that you are consistently not meeting the targets which were set for you. It was appropriately explained to you on the first day, that fulfillment of daily targets by each employee is of huge significance to the company's growth. So, this attitude on your part was unexpected. The company has huge expectations from you, and you should feel free to communicate any problems from your side.

Take a note that your performance would be stringently reviewed in the coming months, and a final decision would be taken depending on your performance in these months. You would invite strict action in the form of termination, if any positive action is not seen on your part.

Yours sincerely,
(Signature)
Your name

Sample 2

Your name
Company Name
Address of the Company
Date

Employee Name
Employee Designation/Position
Employee Department

Subject: Warning letter for poor performance.

Dear (employee name),

Monthly evaluation reports have revealed to us that your performance is not up to the mark and satisfactory. The company intends to warn you through this letter, that such consistent poor performance would not be tolerated for a long time. An overall satisfactory performance is expected from you by the company.

This letter is to inform you that in the coming months your performance would be under strict scanner, and a final decision would be taken after considering your performance in these months. The company expects you to perform and contribute in the company's growth. Feel free to talk out any problems from your side.

Yours sincerely,
(Signature)
Your name

A warning letter serves as an eye opener to the employee and can make him/her depressed, decreasing his performance even further. So the past performance of the employee should not be ignored. Motivation from the human resource department also plays a huge role in making the employee perform better.

Warning Letter to Employee for Poor Performance Here are some sample letters given below, and a template, which would help you in the.

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warning letters to employees sample

Dear [Employee Name],

It has been noticed recently that your performance is not on par with the acceptable level. This has been confirmed by the continuous complaints from your direct manager and your colleagues. You have been neglecting your duties either intentionally or unintentionally. You have fallen behind in many of the projects and tasks that were assigned to you. Despite the several verbal warnings, you did not show any signs of progress.

In the light of what has been said above, we are forced to escalate the matter to the next level. Please consider this letter as an official written warning. We would have preferred not to reach this stage but we were out of choices.

You are required to improve your performance and increase your productivity. You have done it before and we are confident that you can do it again. If there is a specific reason stopping you from performing at your best level, then please share it with us so that we understand the problem and work it out together.

A reevaluation of your performance will be conducted within [two weeks] from now. We are looking forward to some dramatic improvements.

Sincerely,

WATCH THE VIDEO ON THEME: How to Respond to a Written Warning at Work

A warning letter to an employee is a formal HR process to record misconduct, a disciplinary Examples include harassment and violence.

warning letters to employees sample
Written by Yoll
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