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How to write a Staff Formal Warning Letter?

We provide this Staff Formal Warning Letter template to help professionalize the way you are working. Our business and legal templates are regularly screened and used by professionals. Create your letter of warning The warning letter should include: details of the performance or conduct issue of concern what has been discussed with the employee about the issue what the employer will do to assist an action plan of what steps the employee needs to take a reasonable timeframe in which the changes or improvements need to occur.. After considering the situation it is expected that your conduct/performance improves and specifically that you insert advice given to employee regarding improvement of performance or conduct, for example outline deadlines for improvement, specific performance targets set (ensure whatever you require is reasonable and fair in the circumstances and that you have considered any response or reasons from the employee).

This letter serves as an official verbal warning letter for poor performance or excessive absenteeism, I spoke with you about your excessive absences and the impact it has on the department. At that time you assured me that you would take steps to ensure you would be at work when scheduled. Yet my records show that you were absent on the following dates. Every day brings new projects, emails, documents, and task lists, and time is important. We support you and your company by providing this Employee Written Warning Letter HR template, which will help you to make a perfect one! This will save you or your HR department time, cost, and effort.

Draft the Warning Letter

Your warning letter should include:

Specific details of the concern.
Discussions held with the employee regarding the issue.
Employer’s commitment to assist.
An action plan for the employee.
A reasonable timeframe for implementing improvements.

A written warning or write-up form is given by an employer to an employee when an employee shows a specific type of performance, that requires some tracking. Since his or her performance in the workplace needs to go on the record, it either is to exemplify their work or for disciplinary action which can also mean termination. Each company should create a disciplinary procedure that explains how many verbal or written warnings are needed before a final warning or dismissal. Besides, it should state when a given verbal warning and its written confirmation of it, will remain in force.

Since this form is made for employment, it classifies as a sample Human resources (HR) document. Building a business has many steps and requirements, and one crucial component of starting and getting a business to grow that often gets overlooked is HR. Having an HR manager or department within your company requires effort and knowledge, and, depending on the size and industry, might become quickly overwhelming.

Within an organization, the Human resources department manages its employees, from the beginning: by selecting and recruiting staff (sifting through resumes, job applications, and conducting interviews), onboarding and training them, do performance reviews (KPO setting, annual review, etc), all employment-related paperwork, and finally also arranges the termination of the employees. They need to oversee the organization's fair employment practices, HR Handbook, workplace safety, benefits, payroll, and vacation time.

We support you and your company by providing this Human Resources document template, which will help you to make a perfect one! This written warning form is created by HR professionals, and intelligently structured, and easy-to-navigate through. Pay close attention to its content, to make sure that it fits your own needs.

A written warning contains the following:

This letter will confirm our discussion today during which you were advised that your recent behavior, performance, attendance, punctuality, breach of policy, etc is not acceptable, specifically ...

Employee’s Name:
Manager/Supervisor’s Name:
If previous discipline meeting occurred, enter date:
Reasons for Warning:
Absenteeism
Failure to follow the procedure
Rudeness
Tardiness
Failure to meet performance
Refusal to work overtime
Policy violation
Fighting
Language
Other
Details of actions that warranted this warning:
The following immediate and sustained corrective action must be taken by the employee.
Failure to do so will result in further disciplinary action up to and including termination:
Your signature on this form means that we have discussed the situation.
It doesn’t necessarily mean you agree that the infraction occurred.
Employee’s Signature
Print Name
Date

Additionally, it could contain:

Manager Name:
First Warning
Second Warning
Previous discipline meeting was held on:
Your behavior/actions have been found unsatisfactory for the following reasons:
Tardiness
Insubordination
Failure to follow the procedure
Damaged equipment
Rudeness
Failure to meet performance
Refusal to work overtime
Fighting standards
Absenteeism
Language
Policy violation
Details of unsatisfactory behavior/actions:
The following immediate and sustained corrective action must be taken by the employee.
Failure to do so will result in further disciplinary action up to and including termination.
Deadline:
A follow-up meeting will be held on:
Manager’s Signature

The Written Warning forms can be submitted to the individual via e-mail, in-person, or posted in their workspace for the official notice. Download this sample Written Warning Form template for your reference. This will save you or your HR department time, cost, and effort and helps you to create a robust HR system. Note that in cases of serious misconduct, warnings might not be suitable. In such instances, consider using the Termination of employment (summary dismissal – serious misconduct) template and seek professional advice.

Download this Staff Formal Warning Letter template now for your own benefit!

Also interested in other HR templates? Browse through our database and get instant access to hundreds of free and premium HR documents, HR forms, HR agreements, and more.

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Staff Formal Warning Letter

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