4 Employee Warning Letters

Whenever you receive employee complaints about the inappropriate behavior of certain people in your company, or you notice that an employee is performing well below company expectations, then it is your job to point out their errors and correct them.

So, in order for you to warn these employees that their jobs in the company are at stake, then you have to create employee warning letters. This article will teach you how to create a proper warning letter that will tell employees of their misconduct or poor performance.

Steps that will help you write a warning letter

When you have verbally warned the employee about unacceptable office behavior or poor productivity and sample performance yet the problem continues to exist, then it is the time for you to send a first warning letter. Here are the steps that you have to take to ensure that you are able to warn the employee in an appropriate manner.

Describe the problem

If you are going to warn an employee, then you have to be specific about what has merited the warning. Be precise when you are identifying any inappropriate conduct or poor performance and state specific dates and incidents that contributed to the professional warning. You have to be detailed when it comes to the problem. Refer to any previous discussions or verbal warnings that you have given the employee about the problem, including the dates of these warnings. You can even include your recent performance appraisal that you have conducted with the employee and state the the problem is still going on despite these warnings.

Explain how these problems are affecting the job performance of others in the basic workplace and the company as a whole. For example, if the employee is rude and uses obscene language in the workplace, you have to state clearly that this kind of behavior will not be tolerated as it can heavily affect the  morale of others.

You must also remember that this is not the kind of simple letter that you should send through the company email. It is something that you should print out on a hard copy and deliver to the employee immediately. Make sure that the tone of the letter is professional all throughout and that there are no personal attacks as that will just be counterintuitive to what you are trying to do.

Spell out what you expect the employee to do

When writing the letter, outline clearly what the employee needs to do in order to solve the problem and correct his performance. There should be a company policy regarding when an employee should be disciplined, so you can state in the letter why the employee is receiving this letter. Warn the employee that if he continues to fail the company through either poor performance or improper behavior, then the company will proceed further with disciplinary actions. If the situation is far worse than initially expected, then remind the employee that he could be up for termination notice.

The basic warning letter can be used to genuinely help the employee improve his performance and behavior to avoid any further consequences, or it can be used as a documentation of all the processes that the employee underwent until his employee dismissal. No matter which way it is used, you have to be sure that you pointed out any problems and you tried to tell the employee what must be done in order to prevent the problems from escalating.

Provide a disclaimer

To be sure that the employee has understood everything that he has read, then you need to ask him to provide a formal signature on the letter. Because the employee might feel concerned about signing such a document, the basic letter should provide a disclaimer to the effect that signing the document will only  acknowledge the fact that the employee has received the letter, gone through its contents, and understood it. You may also see employee complaint letter

Should the employee refuse to sign the general letter, then you must ask for another employee to witness his or her refusal and state in the document that the employee was unwilling to sign. Explain that even though the employee has refused to sign the letter, this does not negate the warning. You may also see employee transfer letter

You must also state that the employee is allowed to respond to the contents of the letter if he would like to. Just be careful as these responses could come in the form of a threat or it may even reveal any underlying problems, all of which can be used to uphold the employee for termination. Then, you should keep a copy of the official warning letter and any responses that you receive from the employee, whether or not the employee stays with the company. These documents must be kept on file so that in the event that there are problems such as charges against unfair general termination, you can show these documents as evidence.

Whenever you think that you are in a bind, allow your legal attorney to help you out and provide him with all of the documents that will help protect you against any charges regarding the termination of the employee.

We hope you now know more important details about business warning letters and how to use them in the office. To read more information about warning or termination letters and other workplace documents, be sure to check our other posts on this free website. You will surely find something that will help you with any office-related concerns you may have, so keep reading!

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