In order to maintain an efficient, productive, and stable work environment, employers must see to it that the employees adhere to the rules set by the company. However, it is not always the case in the workplace. There are times when an employee has a poor performance, a disrespectful behavior, or is consistently late. When this happens, it is important that the employee is made aware of his misconduct in the workplace. If a verbal warning wouldn’t take effect, then there will be a need for a written warning. Provided below are steps on how to write a warning letter for bad behavior, specifically for the employees.
Before you write a warning letter to an employee, consider reviewing their attendance and the quality of their performance. If there is really a need to enforce discipline, then you may proceed writing a warning letter to the employee.
First thing you should bear in mind in writing a letter is to follow the correct structure. Since it is an official letter, it should be clearly presented. The usual format in writing a letter is to start with the date, then the recipient’s information, to be followed by the subject line, salutation, opening paragraph, body, final paragraph, and the sender’s name and signature.
You should be direct to the point in writing your letter. On the first paragraph, state the problem and explain the details of the misconduct. Also, specify the rules and regulations which the employee has violated. It helps him distinguish what particular aspect to improve. By stating these details in the first paragraph, the employee will immediately know why the letter is being issued.
After the employee was informed of his bad behavior, specify the corrective measures needed to be implemented to resolve the problem. For example, if he has a poor performance at work, explain that he will have to undergo training for him to be a more effective employee. Mention the details and the time which will be allotted for his improvement. Also include the possible consequences he will face if he fails to meet the desired outcome/s after the implementation of the corrective measures. If he is subject for suspension or termination in the event that the misconduct continues, be sure to make it clear to him.
Although the connotation of a warning letter is negative, its main purpose is to help the employee grow into a better person. For the concluding paragraph, you can show the employee that you still believe in his potential and his ability to improve. Also, don’t forget to attach your name and signature after writing the letter.
This warning letter template will be a perfect guide for you to write a warning letter for employees who didn’t meet expectations. It has a ready to use content—you just have to fill in the necessary details and you’re all set. It is available in Google Docs, MS Word, and Pages format.
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