Warning letter is usually written when an employee overlooks the rules of a company. HR officials in a company usually keep a watch on the overall behavior of the employee. Although a warning letter should point out the negative traits of the employee, it should not be rude. The tone of the warning letter should be firm. Companies issue verbal warnings prior to giving an official warning letter. A warning letter remains as a red mark in the career of the employee.
Notice to the employee can be sent for many reasons including his termination of employment, for late coming, for leaving without notice, or for poor performance.
Table of Contents
Notice to Employee Writing Tips:
- The content of the warning letter should not reflect personal differences.
- Date of the letter should be mentioned on the top of the letter.
- The letter should be short and crisp so that the impact is retained.
- There should not be ambiguity in the content of the warning letter.
Notice to Employee Template
_____________ ( your address)
_____________ ( address of the person the letter is addressed to)
Date: _________________ ( Date of which letter is written)
Dear ____________ (name of the employee),
The management of the company has taken note of your continuous absence from office in the last …………months. You have already crossed the given limit of leaves. Unplanned leaves can be availed only during emergencies. You did not inform the office and are not bothered to take calls when the HR department tried to call you.
Please note that within a week of time you are supposed to meet the management and justify your absence from work.
____________ (name of the signing authority)
____________ (signature of the signing authority)
Notice to Employee Sample, Email and Example/Format
Head of HR Dept
Subject: Notice letter to employee
The company wants to inform you that you have been absent from work for quite some time. The HR department gave us the information that for the past three months you have availed many unplanned leaves. Once in a while unplanned leave is understandable. But several times in a three month duration is considered a serious offense.
For the past one week you have been absent and after you came, you said that your sister was not well. We tried calling you several times but you never bothered to take the call. It is quiet annoying to notice that you do not show any interest towards your job. There are no more leaves left in your account. Already you have crossed the given limit. Unplanned leaves can be availed only during emergencies. You cannot avail them every month. Your frequent absence from work has affected the productivity and also influences the team.
I have been questioned by the management regarding your performance. Please take a note of the situation and plan to face the management accordingly.
Hope you will understand my concern and wish to see you in a regular form.
Check out the email format below.
to: email of the receiver
from: email of sender
Subject: Notice to employee
This is in regards to your poor attendance; I have noticed from past three months you have been taking unplanned leaves. Well once in a while it’s understood that that could be some personal reason .But you have been missing from work from past one week and you come back saying your sister was not well and was hospitalized. It’s really annoying that you dint even bother to inform or pick up the call when called. I have checked your leaves you have availed all your leaves and not left with any more.
Also you already have taken 10 unplanned leaves. You know as a company policy a person cannot avail more than 2 unplanned leaves in a month. It’s only allowed in emergency cases, but as per my records you have been taking leaves every month and this is effecting your production which in turn effects the team
I have been questioned by the seniors. Please take it seriously or will have to face the consequences.
I hope you understand the effect of such warning and will be regular going forward.
Notice to Employee Generator
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