Warning Letter - Format, Example, Meaning and
More
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People incharge of an organization should not tolerate any kind of misconduct by their
colleagues. Doing so would ultimately lead to the disrespect of the management,
colleagues, and juniors, and eventually disturb the decorum of the organization leading
to chaos.
One of the greatest ways to handle this is to write warning letters to the employees
committing unacceptable conduct. However, there could be many reasons behind
writing a warning to the employee which we will discuss later in this blog. But, first
what is a warning letter? Let’s understand.
What is a Warning Letter?
A Warning Letter is an official document issued by an employer to the employee in
order to notify them of the breach of a company protocol and to convey to them the
disciplinary consequences.
A formal reprimand letter is a communication mechanism that helps HR managers to
take control of the situation and take necessary actions if required. When verbal
communication between the employee and their managers does not produce the
desired outcome, a written letter is generated to highlight the matter and record the
gaps.
The process of issuing a reprimand letter helps in ensuring the following:
- Issuing a warning letter ensures that the employee understands the matter is
serious and needs improvement under the given time frame.
- Recording the written communication in an employee file helps easier access if
the misconduct is repeated.
- These letters can be used officially if the company needs to terminate the
employee.
Types/Reasons of Issuing a Warning Letter
There can be various reasons for issuing a warning to an employee, some of which are
as follows:
- Poor Performance
Failure to meet the job requirements during the probation period
Failure to meet the minimum job standards
- Disrespectful Behavior
Inappropriate behavior towards a colleague, manager, customer, or any company
official
- Insubordination
Unnecessary arguments with a manager or company officials
Intentionally refusing to follow the directions from a manager or company official
- Gossiping
Taking or spreading rumors about the private stuff of the co-workers or the
company officials
- Sexual Harassment
Engaging in any unnecessary physical contact or using explicit language with the
customer, co-worker, visitor, investors, company officials, or any other related person.
- Imposing possible danger or threatening the staff
Carrying unnecessary weapons or threatening harm to the colleague, company
officials, or customer
Fighting at work
Destroying the company’s property
- Violating drugs and alcohol, health and safety, or confidential policies
Failure to follow safety protocols or work practices
Failing to secure information (Logging off the computer inappropriately)
Alcohol or drugs consumption at workplace
Releasing company's confidential information
- Misconduct
Indulging in any intentional act
Communicating the idea of any wrong intention
- Misrepresenting the Qualifications
Exaggerating the qualifications during the interview to get a job.
- Dress Code Violation or Hygiene
Poor Hygiene
Applying Excessive Fragrances that can disturb the co-workers
Not meeting the standard dress code of the organization
Not appropriately groomed
- Extreme Absenteeism or Unpunctuality
Taking unnecessary and unscheduled days off without prior approval
Warning Notices are of several types according to the misconduct the employee has
done. Ultimate Business Systems (UBS) is an HRMS Software that provides ready-to-use
HR letters like warning letters, offer letters, appointment letters, appreciation letters,
and more. You can use these letters according to your requirements.
Employee warning letters are known by various names:
- Written Warning
- Letter of Reprimand
- Employee Warning Notice
- Disciplinary Form
Download Warning Letter Format
You can download the Warning letter in the following formats
Live Edit Download Word Download PDF
Employee Reprimand Letter Format
To,
Recipient’s Name
Designation
Department
From:
Sender’s Name
Designation
Date
Subject
Dear [Salutation with Employee Name]
[The first paragraph should be the most impactful and should clearly state why the
recipient is getting warned and about what. If there is any specific incident, then
describe the incident and if it is repeated then mention what activities are not
acceptable.]
[In the second paragraph, you should mention the consequences of not paying
attention to the warning.]
[In the third paragraph, finally, you can sign off by mentioning the warning again and
hoping for a positive behavioral change in the receiver.]
Sender’s Name
Designation
I acknowledge that I have been given the opportunity to review the warning notice
and sign the correspondence before being placed in my personal file.
Name of the Employee Date
Signature
Above is just a standard format of an employee warning notice, the content of the letter
may vary according to the type of warning you need to give to the employee.
Warning Letter Example
To,
Aakash Goel
SEO Executive
Marketing
From:
Nitya Patel
HR Manager
16th March 2020
Subject: Letter of Reprimand for Insubordination.
Dear Akash,
It has been reported that you misbehaved with your manager on 22nd May 2019
when you were asked to submit the project report within one day. When you were
asked for the explanation, I came to know that you have admitted your mistake.
Your insubordination could lead to taking a serious action against but our company
norms are to reform the employees and give them the opportunity to improve
themselves for future and be careful in such matters. You are being warned about this
issue. Any further repetition may lead to direct termination from your duties.
Sincerely,
Nitya Patel
HR Manager
I acknowledge that I have been given the opportunity to review the warning notice
and sign the correspondence before being placed in my personal file.
Aakash Goel 23rd May 2019 Signature
Conclusion
Warning Letter - The name speaks for itself. It is a letter from the employer to the
employee informing the latter about the breach of company policies. This letter serves
as a warning to the employee for his behavior and also contains the consequences of his
actions.
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Meta Description - Warning Letter is issued by the organization to the employee
breaching the company policies to convey them the disciplinary consequences. Read
More!!
Format 1
Date
Employee Name
Address
Subject - Warning Letter for [Mention the reason]
Dear
This letter is being sent to you as an official warning for the incident that occurred on
[Incident date]. We were made aware of [describe the incident in brief]. This type of
behavior is not acceptable in the workplace and is prohibited by Company Policy
[mention the policy name].
Our policies and procedures are intended to make the workplace and corporate
culture open and safe for all employees at all levels. To foster a collaborative and
performance-oriented work culture, we expect all employees to respect and follow
these rules.
We have placed you on a warning period of [mention the duration] because you have
been determined to be breaking the rules. Your behavior will be tracked throughout
this time.
If the infraction occurs again, you will face severe consequences that may be followed
by:
a) Suspension without pay; b) Termination without warning.
We continue to believe you are an important member of our team, and we expect you
to make immediate improvements. I'm hoping for a favorable outcome from this
dialogue.
Please do not hesitate to contact me if you require my assistance or have any
questions. You must sign a copy of this letter to acknowledge that you have read and
understood the topic.
Sincerely,
<Your Name> <Employee Name>
<Title> <Employee Title and Department>
<Date> <Date>
<Signature> <Employee Signature>
<Any notes and follow up action>
Format 2
To,
Name of the Employee
Job Title
Company Name
Date
Subject : Warning for [mention the reason of this warning letter]
The purpose of this letter is to warn you regarding your [mention the misconduct].
You have been verbally warned several times by the company officials, yet, the issue
keeps recurring. This type of behavior is highly not accepted by the company.
Attached is the proof of your misconduct. This shall be your first and the last warning.
If the issue continues to recur, we may suspend you without pay, dock your pay, and
may even rethink your employment with our company.
You may contact the HR Department if you need any clarifications regarding this
letter.
Sincerely,
Your Name
Signature
Designation
Company Name
