A warning letter to an employee is common in the workplace when one breaches the company protocol and rules. It is used by the higher authority in an organization or the human resource manager to take control of an indiscipline case or misconduct of an employee. It is written by the relevant authority in an organization. Such a letter is addressed to an employee as formal communication of actions done not as desired.
A warning letter is a formal way of communicating to an employee who has done something wrong, sets up expectations for future behavior, and gives a note of the consequences of doing the same mistake. It is a formal document that can be used by the organization to keep a record of offenses of an employee and can be a precursor to the termination. This letter serves as a warning to an employee who has done unacceptable conduct.
Table of Contents
Tips for writing a sample warning letter to an employee
- Describe the infraction the employee is being reprimanded for
- Mention the company policy or rule that the employee broke
- Describe the consequences that will result from repeated unacceptable conduct
- Describe what the employee can do to rectify or improve the situation
- Give the warning letter immediately after the incident happens
- Speak to the employee when handling the warning letter
Warning Letter to Employee Templates
Are you looking to create your first warning letter to an employee in your company? Have a look at the sample warning letter to an employee template and sample letters below for your reference.
From,
_____________
_____________
Date (date on which letter is written)
To,
________________
________________
Sub:_________________________________________
Dear _________________,
This is to inform you that I have noticed your frequent absenteeism from work based on the attendance records from ____________ to ____________. I have also noticed that you are taking too many leaves than allowed per month according to your work contact.
This letter serves a warning of frequent absenteeism from work. ____________ has informed me that he has spoken to you about the attendance but you have not demonstrated any improvement. I hereby issue this letter as the last warning to show a regular presence in the office. Irregular attendance affects the progress of work in the office and this is unappreciated.
I hereby put you in warning period for ____________ days. Failure to show any improvement, the company reserves the right to execute ____________ of your work contact which will result to ____________. You will be expected to sign in and out every day at ____________ to keep a record of your arrival and departure from the office
Let me know if you have any problems resulting in your frequent absenteeism. I hope that you will take this warning seriously after the discussion to improve your office attendance.
Yours Faithfully,
__________
(__________________)
__________ (employee’s name)
__________ (employee’s address)
__________
__________
Date __________ (date of writing letter)
Subject: Warning
Dear __________, (employee’s name)
It is a matter of grave concern that …… (briefly state employee’s unacceptable action/behavior) despite repeated verbal warnings. Please treat this letter as a warning for your unacceptable behavior.
We would be left with no choice but to suspend or relieve you from work if this unethical behavior continues.
We expect you to rectify your follies and observe proper conduct from hereon.
Regards,
__________ (your name)
__________ (your designation)
__________ (office address)
__________
Warning Letter to Employee Samples
Warning letters are important to keep check of employees’ behavior. Here is a sample warning letter to an employee that will guide you through writing a precise and professional letter to an employee.
From,
The management,
Latex corporation
8571 Selby Drive
Fairport, NY 14450
United States
Date:____________ (Date on which letter is written)
To,
Krista Mckee,
23 Kingston St.
Charlottesville, VA 22901
United States
Sub; Warning letter
Dear Ms. Mckee,
This letter serves as an official warning to you for the inappropriate incidence that happened on 10th February 2020 on the work premises. It came to our knowledge that you came to work intoxicated and harassed your colleague. This is unacceptable behavior in this company as stated in the Employees’ Code of Conduct Part 3B.
Your behavior was intolerable and unappreciated in the office environment. Our company has a huge reputation for upholding discipline and peace among all employees and the management. We recommend that all employees abide by the company’s rules and regulations failure to which the necessary measures will be taken.
We expect you to show a change in behavior. If such behavior is repeated it will result in immediate suspension. We also expect you to write an apology letter to the colleague you harassed. We look forward to seeing positive changes after this discussion.
Yours sincerely,
__________
Luke Leonard
On behalf of the management
Mr. John Delware
673, Park Avenue
Michigan.
24Aug2013
Subject: Warning
Dear Mr. John,
It is a matter of grave concern that you have been coming late to work and with a heavy hang-over in the recent past despite repeated verbal warnings. Please treat this letter as a warning for your unacceptable behavior.
We have received complaints from the co-workers of your reckless behavior and foul language on the days you report to work after consuming alcohol. They have refused to work in the same team of which you are apart.
Although you have been an asset to this organization and achieved tremendous success in your endeavors due to your intelligence and determination, the turn towards alcoholism has taken its toll.
We would be left with no choice but to suspend you from work if this unethical behavior continues. You can approach our clinical psychiatrist if you need any assistance with your addiction problems.
We expect you to rectify your follies and observe good conduct from hereon.
Regards,
__________
George Victor
HR Manager
Siemens Pvt Ltd
Warning Letter to Employee Email Formats
To ensure that unacceptable conduct is not repeated, warning letters take control of such situations. Check out a sample warning letter to an employee in an email format that you can customize to your needs.
Dear Ms. Shannon,
This is an official warning of your inappropriate behavior of unacceptable dress code in the factory. It has come to my attention that you do not wear the required personal protective equipment while working in the factory for the last three days. It is a mandatory requirement for the employees to wear the dress code in the factory to ensure occupational safety.
According to the Occupation Health and Safety Policy of this company, all employees should wear personal protective equipment at all times while inside the factory. I understand your supervisor has spoken with you regarding this matter. It is unacceptable to violate the stipulated rules and guidelines of the company.
I am putting you on a warning period for one week where you will report to my office every morning well dressed in your personal protective equipment. Our company is thorough about the health and safety of all employees in the factory and your behavior is intolerable.
Failure to adhere to this warning will result in immediate termination by the execution of part 4(b) of the company’s policy.
I expect a change of behavior with immediate effect after this.
Warm regards,
Gilbert Villarreal
Conclusion
A warning letter is a formal communication to an employee that certain behavior is unacceptable in the working environment according to the company’s rules and guidelines. In such a letter, an employee should mention the behavior in which the employee is being reprimanded with the relevant dates, the rules broken the consequences of repeating the mistake, and what the employee should do to improve the situation.
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