A warning letter can be issued to an employee for his misconduct or misbehavior.The following points should be taken into consideration to write a warning letter to an employee:
- Clearly identify the conduct issue
- Consult the employee
- Prepare a letter of warning
- Issue the warning letter to the employee
A warning letter is a formal notice issued by someone in authority against the inappropriate or otherwise negative conduct of an individual.
A warning letter can be used in a number of situations to address any wrongdoing. A student may receive a letter of warning for misbehavior in class; an employee may receive a warning letter for overlooking company rules, a client for breach of contract, a homeowner or tenant for not obeying society rules, or a consumer for unpaid dues. In all these situations the warning letter serves as the initial step to addressing a conflict and is usually followed by disciplinary action if the letter goes unheeded.
In the work or professional sector, employers have a responsibility to their clients and to their employees to maintain a safe, stable, and efficient working environment. Any circumstance which jeopardizes this desired environment prompts an immediate response from the employer in the form of a written warning. The warning letter is usually written when any verbal warning given by the employer or supervisor is not followed. Any inappropriate, unprofessional, or untoward conduct means that the employer will issue an employee warning notice to begin formally resolving the problem.
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A warning letter is issued as a formal acknowledgment of a transgression in the work ethic of a company. It may refer to poor or inefficient job performance, inappropriate conduct in the workplace among colleagues, disregard for company policy, and mismanagement of company resources. A warning letter is issued by someone with significant authority within the company, based on the gravity of the transgression. It may be issued against an individual, a team, or an entire department. The warning letter, as with all formal correspondence between an employer and the employee, acts as a formal record of a transgression for future reference.
In the professional context, a warning letter format is simple, short, and to the point. The specific bad conduct must be made clear from the start so that there is no chance for misinterpretation. It must be short because as the name itself suggests, a warning letter rarely contains any binding disciplinary action. It may however make it clear to the employee the consequences that may be forthcoming if the action is repeated. The tone of the warning letter can be polite because, despite its negative connotation, a warning letter to an employee is always issued with the intention of helping that employee, both professionally and personally, and so ensuring the smooth functioning of the company.
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Subject: Malicious, vaque, misconceived, false and fabricated news item.
This is to bring to your kind notice that my clients the management of Address__________________________________has come across a news item pertaining to the managed by them situated at New Addrress____________________________________________________
Please be informed that our client’s is a pious Organization.
The news item published on page number 8 in your news paper Dated ____________.
At the very outset the aforesaid news item is patently false, misconceived frivolous full of lies and malicious and libelous. Baseless allegations have been raised without any confirmation and no material particulars/sources of the same have been given. It is pertinent to mention that the same is being got published on the behest of the transferred employee Sh._________________________.
You are hereby called upon to furnish material particulars of the allegations a raised in the same news item in three days of the service of this notice and clarify the factual position in categorical terms otherwise I have clear instruction from my client to initiate appropriate legal proceeding against you and the concerned officials of yours purely at your risks, costs consequences, liabilities and responsibilities which you please may note.
Copy kept for record.
(Signature with Seal)
It has been reported to the management that today dated (________) at time around 0230 pm when your Line Manager asked you to go and supervise the worker at our other Production Unit, you instead of following up the order given by your Manager you simply refused to obey the instructions and indulge into the argument and shouted at him.
It has also bring into our notice that you have also admitted your misbehavior and mistake about this incident. Although the management could have taken a hard and drastic action against you for insubordination, but keeping in view of your performance and previous record the management have decided to give a chance to reform you, and now you are being given another opportunity.
Finally, you are warned that you will not repeat this again and will work on your behavior and hope you will be very careful listen and follow the instruction given by your manager in future.
Treat this as the last Warning letter issued to you failing which a hard disciplinary action would be taken against you.
Manager Name & Designation
This is to inform you that According to our Aattendance records, we have observed that you are taking too many leaves and that is also one day after other. It looks like that you have a habit of absenting from work quite often. We have also been verbally advising and also warned many times to improve your attendance but regret that you have not shown any improvement. Now, you were again absent on dated ________ without any intimation or authorization.
The Management finally decided to issue this warning letter and give a last opportunity to you to correct yourself and show your regular presence in the office, in case you do not show any improvement this time, we will have no alternative but to take a very serious action against you.
Hope you will show improvement and will focus on your performance from now.
Mr. / Ms. ___________________
Dear Mr. / Ms.
Refer to your explanation letter dated (Mention the Date) in reply to the show cause notice issued to you dated (Mention the date). The explanation submitted by you has not been found satisfactory.
You may treat this as final Warning and further also advised in your own interest, be cautious and do not repeat such kind of act in future. Any such indiscipline act from you will now lead to immediate termination of you service.
Mr. / Ms. _________
( Signature )