Employees are sometimes given the first warning letters if they have involved themselves in any issue or event which is obligatory and questionable. In most organizations, if any employee fails to meet targets, shows signs of poor performance or repeats the same mistake even after repeatedly being forbidden to do verbally, they are provided with first warning letters which makes it official. Usually, if the employee retains an indifferent attitude, he/she is terminated. Formal first warning letters should follow business-letter format, so it’s better to use letter templates for reference.
6 Steps to Write a First Warning Letter
Step 1: Date
The foremost step to remember in writing a warning letter is to follow the business format. In any business letter, you need to write the current date to the topmost left corner of the document. It’s better to write an e-mail rather than handing over a written letter as it becomes an official and acts as evidence for future references.
Step 2: Name and Address
Now you start the letter by adding the addresses of both the sender and the recipient. If it’s an electronic mail, then you can just add the company name and a short line of address to the left side leaving a line just below the date. After the company address, you should also add the physical address of the recipient. For an electronic mail, you don’t need to add the address of the recipient in detail.
Step 3: Subject Line
The subject line of any letter is a mandatory section which you need to follow. It gives a brief idea to the reader of what the letter is about. To keep it professional, you can just add a single line writing something like, “Warning Letter For Poor Performance”.
Step 4: Salutation
Standard letters follow formal salutations, but you can also use “Dear” depending upon the relationship you share with the recipient. If you have a strictly professional relation then just stick to the full name of the recipient while addressing in salutation.
Step 5: Body
The body of any letter needs to be divided into three sections — Opening paragraph, middle, and final paragraph. You might wish to stick to just two depending on the subject of the letter. In any way, stick to the main point of your letter and let the recipient know that he is being warned and state the reasons for such a letter. Mention any actions that need to be corrected to avoid being terminated in the future.
Step 6: Closing Signature
After the letter body, you should close the letter on a positive note. Include a proactive approach stating that you believe in the employee and would want him to improve. If the letter is printed, then write your hand-written signature at the bottom of the letter to the left corner. Leave a space for the employee signature so that the letter becomes official between both of you.
8+ First warning Letter Templates
1. Employee First Warning Letter Template
If an employee is underperforming even after sufficient warning, then it is best to warn them by using this Employee First Warning letter template in Google Docs, MS Word and Apple pages file. You can use the format letter and its suggestive content to write official warning letters for the employee. The file is available to you without any charges at all so you can just click the download button and get this printable warning letter in no time!
2. Free First Warning Letter For Poor Performance
Poor performance and indiscipline cannot be tolerated in any organization, be it small or large. Your employees should maintain decorum inside the workplace to make a professional impression. An efficient way to send company warning letters to your employees is by using this First Warning Letter For Poor Performance. This file is compatible with any device that you use for convenience since it is a letter template in Word, Docs, and Pages as well, making it easier for you to change and alter the content as you require.
3. First Offence Warning Letter Template
To maintain discipline in the workplace, all the employees should be well-maintained and considerable towards their job and other colleagues. If any employee doesn’t adhere to such discipline then they should be warned. But if you are unaware of how to frame a warning letter then you can take the help of our Offence Warning letter template in Pages, Docs and Word format. It can be adaptable to any editing software and is also instantly printable!
4. First and Final Warning Letter
Warning letters are used for various reasons. Employees can be warned for the late entry, underperformance or any kind of offensive behavior. As a manager, you need to sustain a balance of all the key factors for a well-maintained office. You can do that easily using this First And Final Warning Letter that is available in all kinds of file formats to your rescue. You can make your required changes in the template and write as many warning letters as per the situation.
5. Simple First Warning Letter Template
Usually, it happens that an employee improves his work ethics and principles once he gets a warning letter. Also, it is beneficial for both the employee and the company if he starts working better. You can make sure your office workers follow professional decorum and stay productive using this Simple First Warning Letter Template which is provided to you in PDF format. You can edit, change or modify the content of the template to suit your needs!
6. Basic First Warning Letter Template
Are you looking for a sample warning letter example to send to that non-compliant employee of your company? You can be assured of a guaranteed impact with this Basic First Warning Letter Template, a warning letter to suit your purpose. The letter is fully customizable so it’s completely under your control how you want to warn the required employee for efficiency.
7. Formal First Warning Letter Template
When any worker goes beyond help, he needs to be formally handled with the help of first warning letters. Just download this Formal First Warning Letter Template and write an effective letter to the inconsiderate employee of your organization. Mention the consequences of repeated indecent behavior and give him some time to correct his mistakes.
8. Sample First & Final Warning Letter
Whether you work in a small or large organization, you should be aware of all the regulations in your workplace. The same applies to all the employees. Being the HR manager, it’s your responsibility to keep aside your relationships and write a formal staff warning letter to any employee who doesn’t follow discipline. You can use our Sample First & Final Warning Letter instead of creating one from scratch and get a ready-made letter for use.
9. Poor Performance First Warning Letter
Need any professional warning letter for your employees? You can easily get this pre-loaded Poor Performance First Warning Letter, which has suggestive headings and format for your reference. Moreover, since it is available in Docs format, you can make changes to the document just the way you require!
10. First Warning Letter Template in DOC
11. Sample First Warning Letter Template