What Is a Warning Letter?

A warning letter is a written document that is used to address an individual within a company, organization, school, or community for misbehavior. This type of letter allows the recipient ample time to explain their behavior as a part of the due process. In other words, the purpose of a warning letter is to notify the individual for their misconduct and to give them a chance to correct themselves.

How to Create a Warning Letter in Microsoft Word

Considering how one person's actions can affect the state and success of a company or organization, you need to ensure that rules are set and consequences are placed if these rules are violated. Along with the consequence should be an appropriate printed material to formally provide the necessary explanation. If you need to write a warning letter in Word, refer to the instructions listed below.

1. Identify the Purpose for Writing the Letter

Warning letters are given to individuals for misbehaviors, so it's a must to indicate in the content what the recipient has committed. Not only will this serve as a wake-up call for the recipient, but it will also give you a purpose why you needed to write the formal letter in the first place. By identifying the violation committed, you can identify the purpose of your warning letter.

2. Open Microsoft Word

To begin making the letter, open your Microsoft Word and start a new document. From there, you'll be the option to start from scratch or to use a template that already comes with presets. Regardless of your choice, just make sure that you'll be able to thoroughly explain what the recipient has violated and what they need to do to correct it.

3. Write the Statement of the Problem

Your warning letter should start with a statement of the problem which is a justification of why the recipient is being issued such a letter. Along with this statement should be facts or any form of evidence to support the claims made. An example of valid evidence would be a printed copy of an employee's log sheet to support a warning letter regarding their absences and tardiness.

4. Define the Effect of the Violation

After explaining the problem, you need to also include in your warning letter an explanation of how the violation might affect the state of the company. If the violator is left to continue without any reprimanding, then other people might end up replicating the violation and thus cause a halt in productivity.

5. Explain the Consequences for Repeated Violations

Aside from simply explaining to the reader their violation and how it would affect the company, it is also important to explain what would happen to them if they commit the same violations. After a written warning, they will usually receive a verbal one from their managers or superiors for the next offense and a suspension for the subsequent one. After multiple instances of the same offense, they will eventually be issued a termination letter by the employer.

6. Proofread Your Content

Part of writing a letter is revising and proofreading it to ensure that the content is accurate and well-written. Although Microsoft Word already has spelling and grammar checkers, it's often flawed and unreliable which means you will still need to do the proofreading yourselves. After correcting any errors in the grammar, spelling, spacing, or punctuations, you can finally start printing your warning letter.

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