Warning letters are written in order to warn an employee for his or her unethical behavior or bad performance. A warning letter is used as a last resort to inform the employee that his/her actions will attract a penalty hereafter if he/she does not amend his/her ways.
Find below, useful warning letter sample formats to help you write to an employee for misconduct or poor performance.
[Company Letterhead]
[Date]
[Employee’s Name]
[Employee’s Position]
[Department]
[Company Name]
Subject: Warning Letter for Misconduct
Dear [Employee’s Name],
This letter serves as a formal warning regarding your misconduct on [Date of Incident]. It has come to our attention that you [briefly describe the misconduct, e.g., "engaged in inappropriate behavior during a meeting," "violated company policy by repeatedly arriving late," or "failed to follow safety procedures"]. This behavior is considered unacceptable and does not align with the standards and expectations set by [Company Name].
As an employee, you are expected to adhere to our company policies and maintain a professional and respectful work environment. The specific policy/policies violated include:
Going forward, you are required to:
Please consider this letter as a formal warning. Any recurrence of this behavior or other policy violations may lead to more serious disciplinary actions, up to and including termination of employment.
We encourage you to take this opportunity to improve your conduct and demonstrate your commitment to maintaining a positive and productive work environment. If you have any questions about this letter or the corrective actions required, please feel free to contact [Supervisor’s Name] or [HR Contact].
Kindly sign and return a copy of this letter to acknowledge your receipt and understanding of its contents.
Sincerely,
[Your Name]
[Your Position]
[Department]
[Company Name]
Acknowledged by:
[Employee’s Name]
Date: _______________________
[Company Letterhead]
[Date]
[Employee’s Name]
[Employee’s Position]
[Department]
[Company Name]
Subject: Warning Letter for Misconduct
Dear [Employee’s Name],
It is a matter of serious concern that you have ….. (briefly describe employee’s unacceptable action/behavior). We have also received other complaints regarding…(mention other complaints received from your staff if any).
I wish to bring it to your notice that I am issuing this letter as a warning for this misconduct. I hope you correct your habits especially after the counseling you received in this regard on ….(mention date).
If my office receives further complaints in this regard, the matter will be referred to higher authorities for necessary action. I hope to see you rectifying these shortcomings and observe good conduct hereafter.
Sincerely,
[Your Name]
[Your Position]
[Department]
[Company Name]
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