HR managers are often faced with the difficult task of dealing with underperforming employees who have a different view of the policies and the terms and conditions of their employment. Professionals in the HR department generally look forward to resolving the matter amicably by way of verbal communication.
However, in extreme cases, they are left with no options but to issue an employee warning notice. This method is adopted as a last resort when the employee shows no intention of improving or changing despite several reminders.
Issuing an employee warning notice creates a negative impact on the individual receiving the letter. However, it becomes necessary in certain cases especially when the employee shows no signs of improving or begins to indulge in inappropriate behavior.Employer’s and HR professionals do not have the liberty to issue employee warning notices without following a protocol by the company policy.
An employee warning notice would certainly be on the cards if the individual concerned is displaying inappropriate behavior or is indulging in activities which are harmful to the organization. Managements of companies cannot afford to ignore activities like abusive language, theft, and unsatisfactory job performance. Make it clear in the letter that the employee is required to follow the rules as laid down by the employer or the policy of the organization.
What Are The Principles Of A Employee Warning Letter?
- The employee warning letter must always be in a formal language.
- The date the letter is issued as well as the name and the address of the employee must be mentioned.
- The reasons for issuing the employee warning letter must be clearly stated.
- The actions which are likely to be initiated if the employee fails to improve must also be mentioned.
- Warnings of actions to follow for future misconduct must also be provided.
- The employee must be given an opportunity to explain his or her position and even appeal against the disciplinary procedures.
Example of Employee Warning Letter 1
Name: [name of employer, organization, HR professional along with contact information].
Dear: [name of employee],
Subject: Disciplinary Warning Letter
This letter is being issued to you to emphasize the dismal attendance record you have with [department] and to reprimand you for not making any attempt to meet the standards set by the company. We further issue a warning to you that additional disciplined actions will be initiated if no improvement is seen in your attendance.
Your leaves are frequently giving an impression that you cannot be relied upon and therefore your services with the [department] are highly devalued. Your attendance at work is an essential requirement of your position.
You have been absent from work from [date] to [date] and you have again been absent from work without authorization on a number of occasions. You have received verbal counselling on a number of times with regard to your unacceptable attendance levels and failure to follow the procedures laid down for requesting leave. Your supervisors have discussed this matter with you verbally and even requested you to improve your behavior.
Despite the intervention of the management you have failed to show any improvements leaving us no option but to provide you with a written warning letter and even mentioning the consequences of failing to improve hereafter. Any further infringements will lead to a discharge from your position because of the negative impact it is having on other staff members.
We hope that you will be careful in your approach and make all efforts necessary to improve your dismal record of attendance without any delays.
[signature of the signing authority]
[name of the signing authority]
Example of Employee Warning Letter 2
Name: [Name of the Individual, Organization And Address Issuing The Letter]
To: [Name and Address Of the Employee Who Is The Recipient Of the Letter],
Subject: Warning Letter For Reporting Late To Work
Dear [Mr. Miss],
We have warned you several times regarding reporting late to work frequently. The management has observed that you have not paid any attention to the warnings provided. Therefore, we are writing this warning letter to you with the information to strictly follow the office timings with immediate effect failing which we will be compelled to begin deducting days from your records.
The deductions will also affect your salary. Please return a copy of this letter duly signed and acknowledged.
We sincerely hope you will begin to understand that reporting late for work not just affects your performance but also impacts the process you are involved in. You are therefore advised to be punctual with your reporting times without fail.
[signature of the sender]
[name of the signing authority].
Employee warning Notice are not just limited to the reasons mentioned above. Employer’s need to consider the terms and conditions of the employment as well as the policies of the company and individual circumstances before they decide to take any actions against erring employees.
Issuing warning letters to employees without considering any of the above could potentially lead to loss of workforce causing additional problems for the employer. It is strongly suggested that employers consider counselling their employees to bring about the improvement desired. An employee warning letter must be avoided until the employee is adamant about not improving according to the requirements of the employer.