Writing a warning letter to employee is always an uncomfortable process for HR managers. In fact, many prefer not to delve into this area and delay intervention, hoping the problem will resolve itself.
However, this doesn’t usually happen, and there comes a time when the company must take a series of measures to address the problem. The first is usually to issue a warning letter in an attempt to achieve a positive change in the employee’s attitude and professional performance. This blog explains what a warning letter is, how to write one, and what elements are necessary to make it look unbiased and less emotional. We will also have 5 samples of warning letters for the most common situations faced by all companies. Without any delay, let’s get started.
What Is a Warning Letter to Employee?
We can define it as the formal communication to the worker when he or she has failed to comply with specific obligations of his or her job in accordance with the rules of good faith and diligence.
These specific types of actions, which aim to correct unsuitable behaviour for the proper functioning of the company or avoid public disturbances, result in the imposition of certain labour sanctions, which are usually graduated by agreement.
It’s important to note that a warning letter is not the same as a sanction or reprimand letter, as these consequences must be clearly stated. Likewise, a copy, stamped and signed by the company, must be delivered to the employee.
Warning Vs Sanction Vs Reprimand Letter
The main difference between a warning letter, a reprimand and a workplace sanction lies in the severity of the offence and its consequences. The difference can be understood by considering their meanings:
- A warning letter is issued when a minor offence occurs. Its purpose is to notify the employee of the infractions they are committing.
- Reprimand letters notify employees of milder disciplinary measures intended to correct their behaviour.
- Workplace sanction letters are issued for more severe offences and may include suspension or termination of employment.
What Violations Can an Employee Commit?
Some of the violations that become the reason for a warning letter to employee are:
- fake an illness,
- poor performance,
- unjustified tardiness,
- workplace harassment,
- unprofessional behaviour,
- leave without information,
- impersonate another person,
- unjustified absences from work,
- late coming or leaving early without any reason,
- theft or robbery from the company or other employees.
How to Write a Correct Warning Letter to Employee?
To write a warning letter in the right way, don’t improvise! Just focus on the words and tone you are writing in the letter. It is not a difficult process when you know what is the where to start and what elements should be added.
Besides this, a carefully written warning letter serves as a means to inform employees that they have committed an offence (or several) of a certain severity and it is necessary to change their behaviour as soon as possible. This letter also helps HRs inform employees that if things don’t align with the rules even after issuing this letter, the company can fire them in the worst cases.
Because of its nature, the letter must meet a series of requirements to be valid and avoid potential problems for the company. On the one hand, the information in the letter must be accurate and verifiable. On the other hand, this letter must include the following key elements:
- Letter issuing date.
- Employee details (name and ID).
- Company information.
- Reason for the warning letter.
- Facts that can motivate the sanction or termination.
- The number of times the company has brought this to your attention.
- Type of fault and data or evidence that proves it.
- Consequences of the offence.
- Signature of the company and the employee.
Including these elements in the warning letter helps clarify the intent and formalises the document.
Furthermore, to record these incidents and obtain reliable information, companies rely on various HR software, such as NYGGS HRMS, which tracks their employees’ working hours using time tracking. This allows them to identify absences, tardiness, or any other reason that could lead to a warning. Additionally, innovative HR automation solutions allow them to record imposed sanctions and improve their management.
5 Samples or Warning Letter to Employee
1. Warning Letter to Employee for Unprofessional Behavior
2. Warning Letter to Employee for Poor Performance
3. Warning Letter to Employee for Absence
4. Warning Letter to Employee for Late Coming
5. Warning Letter to Employee for Leave Without Information
What to Do When an Employee Is Dissatisfied with the Warning Letter?
Even when you have given multiple verbal warnings to the employee for not aligning with rules, they may get upset with a documented warning letter. In such a critical case, supervisors or managers may take the 3 key steps to handle this situation. These are
1. Dialogue is key
Whenever possible, avoid going too far into formalities. HR managers should try to speak and discuss with the affected party to understand their opinions and concerns, seeking a mutually agreed-upon solution. Therefore, some companies have internal review mechanisms through which employees can request a re-evaluation of the warning letter issued.
2. Resources and support materials
Considering the above, and regardless of how the warning is handled, human resources managers must anticipate that these conflicts could end up in court, so they must be aware of the need to document misconduct committed by company employees as accurately as possible. This is the best way to demonstrate, if necessary, that the information contained in the reprimand is accurate.
3. Assess the organisation’s responsibility
If the employee raises a genuine issue about the company’s policies or personnel causing the improper behaviour of an employee, you should assess how you can resolve it. Employees often have a perspective on company protocol that’s unique from the management perspective. While disgruntled employees benefit from communicating instead of letting their work suffer, it still benefits your organisation to be receptive to criticism. By improving the present situation, you can reduce the chances of future employees becoming disgruntled due to similar conditions.”
NYGGS HRMS Can Help
Solution from NYGGS HRMS is perfect for recording warnings and infractions with proper proofs. But NYGGS goes further by also allowing you to analyse and detect recurring patterns and trends in employee infractions using the data entered. This provides invaluable information for identifying problematic behaviours and the areas where they occur. This data makes it easier to take action and address harmful behaviors. Connect with us to learn more!
Frequently Asked Questions
Q. How do you file a work warning?
Company managers must investigate and gather evidence regarding the misconduct committed by the employee. Only then should they meet with the affected employee to inform them, either orally or in writing, of the misconduct.
Q. Can a warning letter expire?
Yes, warning letters to employees do expire, clearly mentioning the period of review. Minor offences are subject to being valid for ten days, and for serious offences it’s twenty days. And in case of very serious offences, the time period may be sixty days or immediate employment termination.
Q. Does a warning always imply a work sanction?
No, it depends on the severity of the violation. In some cases, a warning letter to an employee is just to notify them about misconduct to give them sufficient time to correct it. But if the misconduct is serious to very serious, a warning letter informs about the hard consequences of the inappropriate behaviour.
Q. What impact does a warning letter have on an employee's record?
This letter is a disciplinary record that may potentially affect the employee’s performance evaluations and promotions, as well as job security.
Q. What rights does an employee have after receiving a work warning?
An employee has the right to defend themselves and present their reasoning with provided evidence. They also have the right to confidentiality and may request a review or appeal if they feel that the warning was unjustified.