A letter of warning is a formal document that highlights the serious and specific concerns related to an employee regarding their performance. Addressing performance and behavioural issues to maintain a productive workplace is important. To help maintain this environment, a warning letter can be considered as an essential tool for the improvement of the employees.
In this blog, we will learn the definition, key components, types, samples and tips for crafting an effective warning letter for an employee.
Table of Contents
Warning Letter Meaning
A warning letter is a formal document generally given to an employee by an employer to document and address any specific issue related to the employee’s performance, behaviour at the workplace, or any policy violations. The primary purpose of the letter is to notify the employees or to warn them of the problem while clearly outlining the expectations of the organisation for improvement.
Along with the notification, a warning letter also gives an employee a chance to correct their behaviour before the organisation considers severe disciplinary actions. Here are some examples of situations that may warrant a warning letter to the employee:
- Frequent and uninformed absence
- Misbehaviour and misconduct
- Insubordination
- Repeated poor performance despite feedback
- Violation of company policy
Types of Warning Letters
Different types of warning letters can be sent to employees based on the background and context of their performance and behaviour.
Listed below are a few different types of warning letters that you may consider:
Performance Warning Letter
This warning letter is written concerning the employee’s performance. It highlights their work, areas where they need to improve and any other expectations for improvement including a timeline for reassessment.
Behavioural Warning Letter
A warning letter can also be given to an employee for behaviour issues, unprofessional conduct, attendance issues, or any failure to adhere to the company’s policy.
Probationary Warning Letter
Employees are on probation when they join a company for a pre-fixed period. Post this period, depending on their performance, their job is confirmed by the employer. An employer can put you on a performance improvement plan during this period.
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Tips for writing a warning letter
Warnings letters have to be written with care and caution, as they convey highly sensitive and serious information. Here are some tips to keep in mind while writing a warning letter:
Language and tone
Use professional, formal language and communicate the issue clearly. Avoid highly negative words and stick to neutral, fact-based writing.
Messaging
Your letter should be short and to the point – avoid long winding, unnecessary explanations or paragraphs that may just confuse the employee. Avoid emotional words like disappointed or angry and stick to the facts.
Add a call to action
At the end of your letter, make sure to include an action that the employee is liable to carry out – whether it is coming to work more frequently or putting in more effort at work.
Proofread and spellcheck
Check and review the letter before sending it to the recipient. Ensure there are no grammatical mistakes and all the details of the person the letter is addressing are accurate. This can help avoid embarrassing mistakes in the future.
What are the Key Components of a Warning Letter?
A well-structured and written warning letter should include several key components to ensure that the message to the employee is clear, concise, effective, and professional.
While writing a warning letter, ensure that you include all of the below-listed components:
Date
The date on which the warning letter is issued must be mentioned clearly.
Employee Information
The name of the employee, job title, and department of the employee must be mentioned in the letter.
Subject Line
The subject line of the letter should indicate the intent of the letter to the employee.
Introduction
Write a brief introduction stating the purpose of the letter and set a context.
Issue
Detailed explanation of the performance or behavioural issue and how it is impacting the department and organisation as a whole.
Expectations
Outline the expectations from the employee and mention any timeline for making the improvements.
Consequences
Also, include the consequences if the employee fails to adhere to the warning.
Closing Remarks
Encourage the employee to make improvements and finish the letter with your signature.
5 Warning Letter Samples
Sample 1: Warning for continuous absence
15th September 2024
To: Arun Kumar
Position: Deputy Manager
Department: Procurement
Subject: Warning letter for continuous absence
Dear Arun,
I hope this email finds you well. This letter is a formal warning regarding the recent issues concerning your performance at work and non-adherence to company policies.
In August 2024, it was noticed that you were absent from work for 5 consecutive days without informing your reporting manager. While we tried reaching out to you, you were not accessible. Apart from this, there have been multiple instances of unapproved absence in the past.
This behaviour has been documented and reviewed. Your continuous absence from work is disturbing the work continuity of your team.
To address this issue, you are expected to not take any more leaves without prior notice to the manager. Any unapproved leave and non-adherence to the company’s policy will lead to further disciplinary action.
We are confident that you can address the issue and improve your performance. Seeking your cooperation to resolve these matters.
Sincerely,
Sandeep Arora
AVP Human Resources
Sample 2: Warning for misbehaviour
15th September 2024
To: Arun Kumar
Position: Deputy Manager
Department: Procurement
Subject: Warning letter for misbehaviour
Dear Arun,
I hope this email finds you well. This letter is a formal warning regarding the recent issues concerning your behaviour at work and non-adherence to company policies.
Please review and adhere to the company’s code of conduct and policies to avoid such issues in the future. As one of our most valuable employees, we expect you to contribute to the positive and respectful work environment that we all strive to maintain.
This letter serves as an official warning. To address this issue, please avoid any further misconduct and do note that any non-adherence may result in disciplinary action.
We are confident that you can address the issue. Seeking your cooperation to resolve these matters.
Sincerely
Sandeep Arora
AVP Human Resources
Sample 3: Warning for poor performance
15th September 2024
To: Arun Kumar
Position: Deputy Manager
Department: Procurement
Subject: Warning letter for poor performance
Dear Arun,
I hope this email finds you well. This letter is a formal warning regarding your performance over the past few weeks.
Poor performance includes several missed deadlines, lack of quality work and misalignment towards business goals. As one of our most valued employees, we would like to provide you with the tools you need to reach your full potential.
If there are any issues which prevent you from performing well, please do contact us and we will do our best to help. Listed below are the actions you will need to take to improve your performance.
- Meeting deadlines
- Delivering quality work
- Better inter-department collaboration
We are confident that you can address the issue and improve your performance. Seeking your cooperation to resolve these matters.
Sincerely
Sandeep Arora
AVP Human Resources
Sample 4: Warning letter for violating company policy
15th September 2024
To: Arun Kumar
Position: Deputy Manager
Department: Procurement
Subject: Warning Letter for Continuous Absence
Dear Arun,
I hope this email finds you well. This letter is a formal warning regarding your violation of company policy.
On <date> it was noticed that <issue that occurred>. This is a clear violation of company policy, and such behaviour is not tolerated. This letter serves as your first official warning.
To address this issue, please review the attached company policy document and adjust your behaviour in the future accordingly.
We are confident that you can address the issue and improve your performance. Seeking your cooperation to resolve these matters.
Sincerely
Sandeep Arora
AVP Human Resources
Sample 5: Warning letter for insubordination
15th September 2024
To: Arun Kumar
Position: Deputy Manager
Department: Procurement
Subject: Warning Letter for Insubordination
Dear Arun,
I hope this letter finds you well. This letter serves as a formal warning regarding your recent behaviour, specifically related to insubordination.
In August 2024, it was observed that you deliberately refused to follow direct instructions from your reporting manager during a critical project discussion. Additionally, there have been multiple instances where you have disregarded or openly challenged instructions given by your supervisors.
This behaviour has been documented and reviewed, and it is disruptive to team dynamics and the overall workflow of the department. Failure to comply with direct orders from supervisors is a serious violation of company policies and expectations.
To address this issue, you are required to immediately follow all future instructions from your supervisors in a timely and professional manner. Continued insubordination or further non-adherence to company policies will result in additional disciplinary actions, up to and including termination.
We are confident that you will address this issue promptly and align your behaviour with company expectations. We seek your cooperation in maintaining a positive and productive work environment.
Sincerely,
Sandeep Arora
AVP, Human Resources
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FAQs
What is a letter of warning?
A letter of warning is a formal document that is given to an employee for performance or behavioural issues at the workplace. It helps in documenting the employee's attitude towards work.
Does a written warning letter expire?
The validity of a warning letter varies from company to company. The timeline depends on the company policies. Some warning letters may be valid for 3 months while some warning letters are valid for 12 months.
How many warning letters are issued before termination?
It depends on the severity of the issue. In some cases, if the issue falls under the category of Zero Tolerance Policy, termination may follow immediately. However, in certain situations, there could be multiple warning letters with different degrees before termination.
