What is a Warning Letter?

Difference Between Verbal Warning and Written Warning

A written warning, such as a 1st warning letter to an employee, is used when verbal warnings fail or the violation is severe. For example, a warning letter for carelessness in work or absence from duty without permission is issued when immediate formal action is required.

Legal and HR Implications

Warning letters possess serious legal and human resources ramifications:

• Documentation: It provides a clear audit trail of employer action, critical in disputes or termination.
• Fairness and Consistency: Warning letters provide all employees with equal treatment under company policy, reducing legal risks of discrimination action.
• Employee Rights: Employees generally have the right to respond or to have a representative attend disciplinary meetings.
• Progressive Discipline: A warning letter is normally required for further discipline for escalated action, like suspension or termination as per law.

In case of a complaint or wrongful discharge suit by the employee, a well-documented warning letter, especially after previous warnings, can be a good defence for the employer.

When Should You Issue a Warning Letter?

Here are the common reasons for issuing a Warning Letter:

• Poor Performance: Persistent inability to meet deadlines, levels of productivity or work quality. In such a situation, a warning letter for poor performance or 1st warning letter to an employee may be in order.
• Misconduct or Inappropriate Behavior: Activities such as insubordination, harassment or abuse. For instance, issuing a warning letter for fighting at the workplace promptly regarding addressing conflicts.
• Absenteeism or Tardiness: Frequent unauthorised absence or late reporting. This will generally follow a warning letter for absenteeism, leave without notice or absence without sanction warning letter.
• Flouting of Company Policy: Violation of safety procedures, data breach, or equipment misuse may result in a warning letter for neglect of work.

Importance of Recording Previous Warnings:

Before issuing a written warning, verbal meetings and informal counselling should be documented. This strengthens justification for the company's position and demonstrates that an equitable disciplining procedure has been used.

Related: 10 Employee Feedback Examples and When to Use Them

Issuing a Warning Letter

a. Be Specific and Clear

Explain the behaviour or issue specifically, with dates, times and incidents. Avoid vague terms or indefinite language.

b. Be Professional

Use formal and respectful language. Avoid blaming or emotional tones. Highlight facts and their impact on the work environment.

c. State the Expected Improvement

Specify precisely what needs to change and state the time frame within which improvement should be made. For instance, "You are expected to ensure a minimum accuracy rate of 98% in your data input within 30 days."

d. State Consequences of Repetition

Outline possible disciplinary actions if the issue persists—i.e., additional warning, suspension or termination.

e. Offer Support

When necessary, offer training, mentoring or other assistance to help the employee improve effectively.

f. Add a Signature Section

Add lines for the employer and employee to sign and date, noting receipt and understanding of the letter.

Key Components of a Warning Letter

• Date and Subject Line: Issue date and a concise subject line such as "Written Warning for Attendance Issues."
• Employee Details: Name, job title, department.
• Description of the Issue: Clear and factual account of the problem.
• Reference to Previous Warnings: If any, state the dates of previous verbal or written warnings.
• Expectations for Improvement: Specify expectations/performance within the timeframe.
• Consequences of Non-Compliance: State the possible consequences if the issue is unresolved.
• Signature and Acknowledgement: Signature by employee and employer.

Warning Letter Sample Templates

Here are some of the warning letter sample templates:

Sample Template 1: Poor Performance Template

Date: [Insert Date]

To: [Employee Name, Designation, Department]

Subject: Written Warning for Poor Performance

Dear [Employee Name],

Following a verbal warning on (DATE), we address your substandard performance as [Job Title]. On (DATE), and (DATE), you missed three project deadlines, delaying client deliverables by one week and impacting team productivity.

You are expected to improve by meeting all deadlines with (X%) accuracy by (DATE), per the Situation-Behaviour-Impact model. Time management training is available to support you. Failure to improve may result in further disciplinary action, including suspension or termination.

Please acknowledge receipt by signing below.

Sincerely,
[Manager Name], [Manager Title]

Acknowledgment:
I, [Employee Name], acknowledge receipt of this warning letter.
Employee Signature: ____________________ Date: _______________
Manager Signature: _____________________ Date: _______________

Sample Template 2: Template for Misconduct

Date: [Insert Date]

To: [Employee Name, Designation, Department]

Subject: Written Warning for Misconduct

Dear [Employee Name],

An v=

Following a verbal warning on (DATE), we address your misconduct on (DATE), when you engaged in disruptive behaviour during a team meeting, shouting at a colleague, which violated our code of conduct and affected workplace morale.

You are expected to demonstrate professional behaviour immediately, adhering to company policies. Coaching sessions are available to support you. Further violations may lead to termination.

Please acknowledge receipt by signing below.

Sincerely,

[Manager Name, Title]

Acknowledgment:
I, [Employee Name], acknowledge receipt of this warning letter.
Employee Signature: ____________________ Date: _______________
Manager Signature: _____________________ Date: _______________

Sample Template 3: Template for Attendance Issues

Date: [Insert Date]

To: [Employee Name, Designation, Department]

Subject: Written Warning for Attendance Issues

Dear [Employee Name],

Following a verbal warning on (DATE), we address your unauthorised absences on (DATE), and (DATE), which disrupted team operations and violated our attendance policy.

You are expected to maintain 100% attendance, barring approved leave, for the next 30 days. Support, including schedule planning, is available. Further violations may result in disciplinary action, including suspension.

Please acknowledge receipt by signing below.

Sincerely,
[Manager Name], [Manager Title]

Acknowledgment:
I, [Employee Name], acknowledge receipt of this warning letter.
Employee Signature: ____________________ Date: _______________
Manager Signature: _____________________ Date: _______________

Policy Violation Template

Date: [Insert Date]

To: [Employee Name, Designation, Department]

Subject: Warning Letter for Policy Violation

Following a verbal warning on (DATE), we address your violation of our data protection policy on (DATE), when you shared confidential client information without authorisation, risking company integrity.

You are expected to comply fully with all policies immediately. Training on data security is available. Further violations may lead to severe consequences, including termination.

Please acknowledge receipt by signing below.

Sincerely,
[Manager Name], [Manager Title]

Acknowledgment:
I, [Employee Name], acknowledge receipt of this warning letter.
Employee Signature: ____________________ Date: _______________
Manager Signature: _____________________ Date: _______________

Related: What is the Employee Exit Process?

Conclusion

A warning letter is a corrective action to fix employee issues through proper expectations, responsibility and documentation. It is not meant as a punishment but to rectify and prevent future recurrence of misconduct. If it is a 1st warning letter to an employee or a warning letter for absenteeism or lack of work, it must be objective, brief and in line with company policy. 

A well-documented warning letter protects the organisation legally and is equitable. Lastly, it encourages proper HR communication by being transparent, consistent and open to correcting employees' performance or behaviour.