As an employer, you may occasionally witness some of your best employees to develop unscrupulous behavior. When you experience your employees continuously engaging in misdemeanors such as unwillingness to perform duties, absenteeism, tardiness, substandard work submission, and policy violation, it’s high time you take action. If you fail to address this predicament, it can lead to further chaos such as disrespect to the management and colleagues, unproductivity, among other negative impacts. Therefore, writing a warning letter can be the best thing to do when handling this problem.
What is an Employee Warning Letter?
A warning letter to an employee is a formal notice given by the employer to the employee so as to address the misbehavior or wrongdoing in the workplace. Usually, an employee may choose to first issue the employee with a verbal warning before giving the written one. This will, however, depend on the company’s disciplinary action policy. Warning letters play a critical role in helping the employees understand how their misconduct negatively impacts their work and company. Also, it helps the employees know what consequences follow when they violate the company regulations.
Finally, the warning letters help the employer keep a track record of the disciplinary action followed before dismissing an employee.
How to Structure a Warning Letter to the Employee
Employee warning letters are formal letters. Therefore, when writing to them, you need to observe the official letter writing format to make your letter more professional. That being said, your letter should typically have the following structure:
- Employers address
At the very start of your letter, you need to write the sender’s address (the employer) at the top left side.
- Date
You can leave some space after the employers address details and add the date of writing. This will help in the purpose of record-keeping.
- Employees address
Here, you will add the employee’s name, address information, and contact details. Note that this section should be located below the date.
- Subject line
If you are sending an electronic warning letter, you should include the subject line. Otherwise, if you are writing a printed letter, you can ignore this part.
- Salutation
Usually, the most commonly used salutations include ‘Dear’ or ‘Hello.’ This should then be followed by the employee’s last name then a comma.
- Opening paragraph
In the introductory paragraphs, you need to mention the reason why you are writing the letter. Clearly indicate the problem or misbehavior the specific employee committed.
- Body
Here, you will explain the necessary action the employee is expected to correct the issue. For example, if the employee sneaked an unauthorized person to the office, you can tell them to write an apology letter to the management. Also, you can give the employee a timeframe in which you would want to see them improve.
- Final paragraph
This paragraph should highlight some of the disciplinary actions that the company will take should the employee fail to make improvements. Give the employee ample time to change their behavior.
- Closing
Before concluding your letter, you need to give your employee a sense of hope. Let them know you still believe in their efforts and that you are looking up to them to change for the better.
- Name and signature
If the letter is a printed copy or handwritten, you need to write your name, your title and put your signature. Also, you can put the company stamp to legitimize its source.
Warning Letter Templates
Template of First Warning letter
[Name and address of the Sender/employer]
[Date]
[Name and address of the recipient/employee]
Subject: First Warning Letter
Dear [Employees name]
This is your first warning letter in relation to [mention the misconduct] that you did on [mention the date of incidence].
Since we believe in your ability and flexibility to change, take this letter as an opportunity to change. Please be informed that we are giving you up to [mention the dates] to show improvement. Until then, we will continue monitoring your actions and see whether advance steps can be taken. In the meantime, we expect you to do the following [mention what you want the employee to do].
We hope that you will show improvement and will focus on your performance from now. Kindly sign in below and return the enclosed copy of this letter as confirmation of receipt. If you have any other questions or would like to discuss further on the matter, please reach us through [insert the contacts] as soon as possible.
[Employee’s name]
[Employee’s signature and date]
[Employers’ name]
[Employers signature & date]
Template of a Second Warning Letter
[Name and address of the Sender/employer]
[Date]
[Name and address of the recipient/employee]
Subject: Second Warning Letter
Dear [Employees name]
Following the first warning letter, we have decided to warn you once again to make a full attempt to improve on your continued misbehavior.
During our last letter/meeting, we agreed that you would make an improvement. However, after a thorough review and discussion with the management, we are still unsatisfied with your conduct. That being said, we are giving your two weeks to improve on yourself, failure to which adverse disciplinary actions may be taken.
Alongside with the warning, we have decided to put you on probation as we watch your actions with a keen eye. If you have any questions, please reach us through [insert contacts].
[Employee’s name]
[Employee’s signature and date]
[Employers’ name]
[Employers signature & date]
Final Warning Letter Template
Subject: Final Warning Letter
Dear [Employees name]
In accordance with our company policy [insert the policy], we are pleased to you this final warning letter following the policy’s continued violation.
As you are aware, your continued absenteeism [mention any other violation] has negatively impacted our company’s performance and team productivity.
We do understand that unexpected issues can sometimes arise on a frequent occasion. For that reason, we are giving you the last chance to make things right. We expect you to correct your behavior/conduct in the following ways [mention how you want the employee to improve].
Note that the management has unanimously reached a decision to give you one chance. Therefore, if you show no signs of progress or improvement, we will regretfully take stance action against you, including dismissal.
Please feel free to reach me through [insert contacts].
[Employee’s name]
[Employee’s signature and date]
[Employers’ name]
[Employers signature & date]
Sample Warning Letters
Tips for Writing a Professional Warning Letter
Have a personal conversation with the employee
Before issuing the warning letter, you can speak with the employee in a private setting, preferably in the office. Let the employee know why you are issuing them with the letter of warning.
Issue the letter immediately the incident happen
In order to make your letter much more effective, it’s advisable that you issue the warning letter immediately, the employee commits the offense. If you wait for long, the offense’s severity will diminish, making it look less serious.
Let the employee sign the letter
In as much as it’s not compulsory, it’s necessary for the culprit to append their signature in the letter. After talking to them on the matter and reinforcing the same on writing, the employees should include their signature to act as an acknowledgment of the incidence.