A first warning letter is effectively a safety warning letter informing its recipient that some aspect of their behavior merits a warning to amend it. Being that this is a first letter, this can be considered a preliminary warning so as to call the behavior to the perpetrator’s attention.
This kind of letter can be very broad in that different kinds of authority figures can use the templates. For example, attendance warning letters can be used by managers or teachers so as to call attendance to absences on part of either employees or students. In the end, such letters can very flexible tools.
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When Can a First Warning Letter be Given?
Such a letter is generally given when your superiors become aware of your transgressions, and you can use warning letter formats to make the job easier. Some other modifiers include:
- When it is a fairly minor offense that may be remedied with a written warning as any other action would be disproportionate.
- When this is the first step taken, so as to give the recipient fair warning and an opportunity to amend their behavior on their own.
- When the letter is used in conjunction with other disciplinary measures such as a discussion, so as to confirm the measures being taken.
Steps to Writing a First Warning Letter
There are some steps involved in writing letters like performance warning letters that may help you when making your own, such as:
- First, be sure to add the recipient’s name, so as to be sure that they know it is for them.
- In the case of minors, you may also include the primary caretaker’s name.
- Mention that this is indeed a written warning.
- Include the offense so as to make the transgression clear.
- Also mention if other steps need to be taken.
- Also mention the consequences of further offenses.
- Last, include the name and signature of the respective authority.
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Do’s and Don’t’s of Writing a First Warning Letter
When using your warning letter templates, there are some guidelines that may prove useful in helping you use them to the fullest. This can include all kinds of warning letters, including late warning letters, as these tips can be applied to different kinds of warnings.
- Do be specific. You are referring to specific instances of offenses, so it follows that you should cite those instances if you want to bring them to the recipient’s attention.
- Do provide advice. These letters can provide some advice for improving the recipient’s behavior in addition to notifications. That can allow for more ease in amending that behavior.
- Do be sure that you address those involved. This makes it more likely to stick in the mind of the recipient if you address it to them personally, or their guardians, for minors.
- Do not be quick to rush to punishment. These are first warning letters, so these should be viewed as a measured response to any offenses.
- Do not be too lenient. That said, do impress on the recipient that there will be consequences for any future instances of the same behavior.
You may also elect to make use of other, similar templates available on this site, if these selections are not quite what you need.