What Is an Employee Warning Notice?
An Employee Warning Notice - also referred to as an Employee Warning Letter or Employee Reprimand Letter - is sent to the employee caught as performing any kind of undesired activity. It may be illegal or unacceptable behavior that is not permitted or tolerated by the company’s policies or by social ethical standards. If a supervisor or human resource manager noticed that a worker is engaged in a pattern of undesired activity, they have to be proactive and warn the employee. It is not a matter of being nasty, patronizing or authoritarian. Not giving a timed warning can have legal consequences in the event of a dismissal (termination of employment).
The Employee Warning Notice templates available below are suitable to send by email, hand in on paper in person or mail in an envelope. The letters may be used widely across multiple domains, in particular for professional positions.
It’s quite common these days to have a chat with the employee tete-a-tete, or, more frequently it is a three-player meeting – you, your immediate boss and an HR representative. Sometimes the meeting takes place on a regular basis, as the companies prefer to invest in their employees rather than fire them at the first sign of failure. These regular meetings are scheduled to see how the employee is coping and check if there is any progress. If, however, the behavior is not improving, or there is a pattern of noncompliance or resistance, a note of employee reprimand will be the first step in the process of employment termination. Therefore, a clear record is necessary in face of any unforeseen events. The letter’s main objective is to keep track and analyze what has gone wrong and how to fix it.
How to Write an Employee Warning Notice?
Although different situations call for different kinds of letters, there are some suggested steps for preparing a letter of warning for employee:
- Try to identify the problem and formulate it in a clear and concise manner;
- Describe how long the problem has been going on;
- Point out the seriousness of the employee’s behavior and how it’s affecting the co-workers;
- Suggest what needs to be done to remedy the situation;
- Clarify your expectations from the employee (including a reasonable timeframe for improvement) and/or create an action plan of the steps to take; and
- Offer a meeting to discuss the matter in detail.
Employee Final Warning Notice
Include the following in your letter: details of the performance and issues of concern, what has been discussed and done to resolve the issue, specify the deadline or duration of the testing period. You may include a recording of the meetings or, if the employee was sent to a conflict resolution group, notes from the group leader. Consider having a support person to assist you, especially if you are concerned about your safety. The employees are not required to sign the letter, but you may offer them to acknowledge reading or receiving it. Alternatively, you can follow up with the employee to see that they are aware of your letter. Keep a note of all the meetings and letters in your records and in the worker’s file.
Sometimes people want to know if they have to give a verbal warning before a written warning, or how many warnings you get before you get sacked – these questions fall under the umbrella of your company's disciplinary procedure and are not part of the legislature. The good practices encompass details of the infractions, clear guidelines on the company’s standards and policies and a thorough description of what is expected of the employee. Most importantly, make sure your employees understand what you want and that none of your expectations are discriminatory, illegal or unreasonable.