Warning Letter to an Employee

An organization is a large group of people working together for a common purpose of achieving the organizational goals and aims. It is quite possible that, when a number of people come together to work for a project, they happen to break the company rules and knowingly or unknowingly act against the policies of the organization. A single instance of violation, under genuine and well-justified circumstances is understood! However, repeated occurrences might compel the company management to take strict action against it. This action could be in the form of suspension, termination, penalty, etc. Some organizations might directly issue a letter specifying the action, while other organizations might issue a warning letter to the employee.

A warning letter is an official document given to an employee, to warn him against his behavior. It also specifies the consequences, if the employee repeats the same behavior again. A warning letter to an employee is preserved with the human resource department or the department head and is further considered at the time of employee appraisals. A warning letter is not just issued for not abiding by the company rules and regulations, but is also given in case of poor performance by an employee. In this article, we'll be providing some samples of warning letters, that can be issued in case of the above-mentioned instances, but before that, here are some tips to follow before printing and issuing out the letter.

Tips for Writing a Warning Letter to an Employee

Given below are the essentials that has to be taken care of before issuing a warning letter.

• Before issuing a warning letter to an employee, much thought has to be given as it tarnishes the work record of the employee. So verify and confirm the facts thoroughly.
• Cite the relevant policy or rule number (if any) in the beginning.
• Clearly mention the behavior of the employee for which the letter is being issued.
• Keep the letter concise and precise.
• Mention the action that would be taken, if the same things are repeated.

Warning Letter to Employee Examples

The following are samples of warning letters in case of poor performance and violation of company rules and regulations, by an employee.

Warning Letter Sample for Poor Performance

Your name Company name Company address Date Employee name Employee Department Subject - Warning letter for poor performance Dear (employee name) From reliable sources and after reviewing your performance for the last three months, it has been found that you have been unable to meet the daily and monthly targets. The organization has explained all the terms and conditions and the work expected from you, on the induction day itself. You have also agreed to abide by the rules then. It is expected that you fulfill the target set by the management. Difficulties in work, if any, should be brought to the notice of the concerned authority. Your performance will be under strict observation for the next three months. Failure to meet the target during this period, would lead to serious consequences, including corrective measures or even termination of your services. Yours Sincerely Your name

Warning Letter Sample for Violation of Rules and Regulations

Your name Company name Company address Date Employee name Employee Department Subject - Warning letter for violating the company rules and regulations (late in) Dear (employee name) In accordance to the policy/rule number (mention number or code), this warning letter has been issued to you on account of your coming late to work for the past few days. The work timings have been clarified to you at the first day of work, and you also agreed to abide by it. However, it is observed that you have been constantly coming late to the office for reasons, unknown to the management. Constantly showing up late at work can affect the company's productivity and your performance and appraisals rankings in the future. Problems if any, must be sorted out with your immediate supervisor. Henceforth, your 'in' and 'out' timings would be monitored by the management and it is expected that you adhere to the 'in timings' as specified by the company. Failure to meet the requirements would result in serious actions and might also lead to the termination of your service. Yours Sincerely Your name

I hope the above given samples will be helpful to you. You can also surf the Internet for more ideas on warning letters and could also download some templates. Read more on written warning letter template. Warning letter to an employee should be given only after thorough verification of facts and with the consent of the management. A situation where you would be compelled to issue a warning letter to an employee should never occur. While issuing a warning letter, keep in mind that you should not discourage the moral of the employee or be excessively negative about the situation. Present the facts with utmost care and impartiality so that your warning reflects firmness. That will surely compel the employee to focus on his or her mistakes and learn from them, constructively. It will also lead to a better professional relationship between the employer and the employee.