Writing a warning letter is difficult for some especially when you don’t feel comfortable thinking about it. However, that should not be the case. Warning letters do not have negative connotations. They are simply written memorandums to call the attention of erring employees, delay payment of rent on the tenant’s end, and many more.
Although, an organization can come up with their own set of parameters in dealing with warning letters, there are essential components and key information that you have to take into consideration. Given that, we have here warning letter templates that can serve as your reference and benchmarks in making your own warning letter for employment or other business purposes.
Final Warning Letter Examples
First and Final Warning Template
Final Written Warning Letter – Unsatisfactory Performance
Employee Warning Letter Examples
Sample Written Warning for Poor Work Performance
Employee Warning for Attendance
Absence Warning Letter Examples
Verbal Warning for Excessive Absenteeism
Absence without Notice Warning
Warning Letter for Absence
How to Write an Employee Warning Letter?
Writing a well-written, straightforward, and professional employee warning letter is considered as the best practice among HR officers. It positively calling the attention of under-perfoming or misbehaving employees. Tolerating unfavorable employee behaviors can be detrimental to the overall well-being of the company. To help you in writing a warning letter, here are some general guidelines.
- Observe formal formatting. In writing a warning letter, ensure that you include the essential components of the formal letter such as the heading, salutation, introduction, main content, closing spiel, and the signature.
- Identify the reason(s) for writing the letter. In writing an employee warning letter, you have to directly relay the reason to the employee. Is it about his or her poor performance, absenteeism, misconduct, or other violations of the company’s code of ethics. To add, research studies posit that you should cite specific provisions of the code or the employment contract that was violated or neglected by the employee.
- Support your reasons with factual contexts. Stating the reasons and alleged violated do not suffice. You have to ensure that the employee fully comprehends why he or she is being warned. You have to lay out the factual context of the case. For example, in the case of absenteeism, you have to breakdown the number of days or weeks that the employee did not attend to his or her work. Clearly illustrate that the latter did not have a valid reason or worse did not provide any reason at all.
- Describe the consequences of the employees conduct. In the case of absenteeism, you have to elaborate that the overall productivity of the company was affected or worse the standards of the company were not followed because the lack of manpower. To further reiterate your point, you can also include other future consequences, if ever the employee chooses to continue his or her negative practice.
- State the corrective actions that you’ve provided for the employee. This would apply for those employees that have undergone several verbal or written warnings, coaching, counseling and many more. This is to ensure that on the employers’ end, they were able to comply with the protocols which pertains to giving appropriate assistance to erring employees.
- Other important reminders. Aside from explaining the reasons for such warning, you can also consider this letter as an avenue for you to convey and reiterate reminders, polices and conducts.
- Provide the parties appropriate signature. Ensure that the letter is duly signed by both the employer and employees. For legal purposes, You can also include a line stating that the signature of the employee does not imply agreement, but serves as an acknowledgement of his or her receipt of the letter.
These are the basic guidelines in writing an employee warning letter. You can also add additional components especially if you’re dealing with special cases. Take note that some reasons may demand a change in the format provided for you.
Absence Warning Letter Format
Formal Warning to Employee
Formal Written Warning Discipline Notice
Formal Performance Warning Letter Example
Payment Warning Letter Example
Notice of Failure to Pay Rent
Warning Letter Example Formats
HR Warning Letter Template
Warning for Poor Performance
Student Warning Letter Examples
Warning to Student for Misconduct
Warning Letter to Student for Poor Attendance
A List of Warning Letter Templates
For the ones who are tasked to write a warning letter may it be for employment or business reasons, you are the given the option to choose from our list of templates which you think can suit your context. Here are some key information about our templates:
- Student Warning Letter Templates – These warning letter templates are useful to call the attention of parents due to misconduct or absenteeism of their children. When it comes to attendance, schools are very keen in monitoring their students. This is because poor student attendance can lead to missed discussions and ultimately to poor grades.
- Attendance Warning to Parents Letter Templates – These letters are also utilized by teachers and school administrators to communicate with their students’ parents. In this case, the school notifies the parents that their children keep on missing classes and abandoning school works and activities.
- Employment Warning Letter Templates – On the employers’ end, they always expect employees to act accordingly in dealing with their tasks. However, it is inevitable that there will be actions that must not be tolerated. They can write more than two warning letters as long as they deem it just.
- First Warning Letter Templates – For initial warnings, these templates are for you. This is short and straightforward. In here, the employee is warned of his or her violations or negligence and a statement emphasizing that failure for an employee to make appropriate corrections will lead to further disciplinary actions.
- Final Warning Letter Templates – For employees who keep on committing the same violations, these templates can help you call the employee’s attention. If the employee or staff, fails to respond and act accordingly despite various written warning letters, then a final warning letter will be sent to the employee or staff. In here, you have to emphasize that corrective actions that you’ve given the employee and that the latter keeps on ignoring and neglecting them.
- Employee Absence Warning Letter Templates – In here, emphasize the number of days or weeks that the employee was absent and the reasons claimed by the employee. You can also further question the employee about the merits of such reason and to provide supporting documents or proof.
- Payment Warning Letter Templates – For business purposes, you can also use our payment warning letters to notify and demand payment from your tenant or lessee for his or her outstanding balance.
Sample Warning Letters for Poor Performance
Performance Deficiency Warning
Sample Warning for Poor Performance for Employee
Sample Warning to Contractor for Poor Performance
Final Warning for Poor Performance
Student Conduct Warning Letters
Student Conduct Warning Letter
Attendance Warning Notice
Warning Letter to Student
Tips in Dealing with Warning Letters
Always take note that warning letters are crucial in maintaining a sound and healthy relationship with your employees or tenants. Other than the printable warning letter templates provided, here are some points that you must take note.
- Come up with a clear and comprehensive policy. In an employment setting, the structure and effectivity of your warning letter depends on your adopted set of policies. Proper employee orientation is a must to avoid complaints on the employees’ end. Furthermore, implementing a consistent policy is highly recommended.
- Conduct proper and comprehensive investigation. Thorough investigation must be conducted for you to draft a genuine, correct, and substantive warning letter. Do not rely on hearsay or mere speculations. Search for legitimate facts and consolidate documents and records to substantiate your claims. Examples of significant factors to take note of are:
- subject polities being violated
- the factual circumstances
- the immediate supervisor of the employee in the case of employment warning letters
- for payment warning letters, you have to take note of the:
- maturity dates,
- exact amount of payment required,
- receipts, and
- provision or stipulations in your lease or rental contract being violated.
- Be specific. In discussing the performance of the employee, ensure that you state the problem clearly. Emphasize what needs to be rectified or corrected.
- Take some time to talk with your employee or tenant. Before writing the warning letter, you have the option to communicate the problem verbally at first. This should be done in private so that the employee or tenant does not feel like they are being mocked. By doing this, you may know additional information that can allow you to shed light on the source of the problem. By doing this, you can understand context of the situation.
- Clearly label the letter as a warning letter. To avoid misinterpretations and confusions, always clarify that the letter is a warning letter.
- Proofread your letter. Check for grammar errors or formatting mistakes. In this way, you can maintain the level of professionalism you are aiming to convey.
These are some tips that you may use in planning or in the actual writing of your warning letter.
Why Are Warning Letters Necessary?
After knowing the relevant features and guidelines as to the dynamics of a warning letter, it is undeniable that they are considered necessary.
- They can be legal documents that can hold some bearing in terms of disciplinary hearings.
- In addition to this, these are done for documentation and monitoring purposes.
- Upon signing the employment contract, the employee certified that the he or she agreed to the terms and conditions of the said contract. In this case, warning letters are used to notify employees of the breaches that they’ve committed and give them an opportunity to rectify them.
At the end of the day, you should not be afraid to use warning letters. They are channels for you to maintain the sound relationship you have with your employee or tenant. It is a component of due process that each of us deserves to have.