Landlords, employers, and even individuals need to issue a warning notice perhaps to an employee or a tenant or service provider for displaying inefficiency when completing the tasks assigned to them. A warning letter is a document which is informing the recipient that he or she has been performing inefficiently or providing deficient services. The warning notice may also contain information of any actions which will be initiated by the sender on the recipient if no improvements are seen in the subject matter of the letter.
Creating warning letters is not a complicated task and should be easy for people who have received a basic education. Employers and landlords will have the information of the warning which needs to be provided to the employee or the tenant. However, the average individual who is attempting to draft a letter for the first time may need to collect some information about how a warning notice should be drafted.
Employers issuing warning notices to their employees could be doing so for reasons of misconduct, indiscipline or various other issues. Landlords are only concerned about timely payments of rent by their tenants and proper maintenance of the property according to the terms and conditions of their agreement. It is unlikely that people in these positions will be looking forward to creating the letter calmly and are likely to be disgruntled.
Disgruntled as an individual may be when creating a warning notice suggestions are made that he or she prepares the letter calmly by ensuring they include any information which is appropriate for the letter. They must also attempt to include opening and closing salutations in the letter because this is a basic requirement in letter writing.
Points to consider while drafting Warning Notice
- The date the warning notice is being issued.
- The name, designation, address and contact details of the recipient.
- The name of the individual, title, name of the organization along with contact details must also be included.
- Opening and closing salutations must not be ignored.
- The reasons for the warning letter must be specified.
- The recipient must be given an opportunity to explain his or her version of the allegations being made.
- Any actions which may be initiated if no improvements are seen must also be mentioned.
A warning notice is not a letter inviting the recipient to participate in combat in the battlefield and therefore maintaining a friendly tone. This will make it convenient for both parties to sit across the table and come to an amicable settlement with any issues mentioned in the warning notice.
Example of Warning Notice From Landlord To Tenant
[From Name of The Landlord With Address And Complete Contact Details],
[To Name of the Tenant, Address of Property Occupied And Complete Contact Details],
Dear [name of the tenant],
[Subject: Contravening The Non-Smoking Close In The Tenancy Agreement]
It has been brought to my notice that you have been breaching the non-smoking clause included in the tenancy agreement in suite number [number] quite frequently. The date of the contravention as reported to me was [date]. Please be advised that the reports constitute a breach of the non-smoking agreement on the lease we signed on [date].
I am requesting that you take steps immediately to permanently rectify this situation by adopting the following:
• You may give up smoking on anyplace in the residential property including the suite you are occupying.
• You may give up smoking anywhere on the residential property in line with the tenancy agreement except in the designated areas which have been specified such as your balcony and patio.
• Make arrangements for smoking in areas from where passive smoke will not enter any other rental areas.
Please be advised that we would be compelled to initiate further actions which could also include termination of your tenancy if we do not observe any improvement to the problems described above.
Feel free to contact me on my details provided above if you wish to clarify your position within the next three days.
The actions I have mentioned will be initiated within [days] if I do not hear from you or see an improvement to the situation.
[signature of the landlord],
[name of the landlord].
Example of Warning Notice Issued by Employer To Employee
[From Name of the Organization]
[Designation: Of the Individual Issuing the Warning Letter Along with Contact Details],
[To Name of the Employee, Position Held, And Full Contact Details]
[Subject: Warning Letter For Unauthorized Absences From Work],
Dear [Name of the Employee],
I am disappointed to receive complaints regarding your frequent absences from work without obtaining prior permission. Your supervisors inform me that the frequency of your absences has increased over the last six months and is causing difficulties for the organization.
I do not have the reasons for you to indulge in such a behavior but am aware that you have been provided with information about the policies which are applicable for leaves for everyone.
I have got the information that your supervisors have had a discussion with you regarding this matter but have observed no changes to your behavior. Under the circumstances, I am left with no options but to issue an official warning notice to you on this subject.
You can certainly contact me for a discussion of this issue if you are facing any problems which are preventing you from reporting to work regularly. We could perhaps consider changing your shift and make it convenient for you not to remain absent from work regularly.
Please be advised that I would consider stern action against you if you make no attempts to improve without any delays. The actions may involve a suspension from work without wages and termination from the organization.
I will be happy to give you some time for a discussion if you decide to call me on the telephone number mentioned above during office hours.
[signature of the individual issuing the warning letter],
[name of the individual, title of the individual issuing the warning letter].
Warning letters can also be issued by tenants to their landlords if or when they observe any breach of the terms and conditions of their agreement by the landlord. Therefore a warning letter can be sent by anyone. As long as senders of a warning notice bear in mind that the points mentioned above are included in the letter.