WARNING LETTER TO EMPLOYEE | SAMPLE WARNING LETTERS People in leadership roles in organizations should not tolerate or overlook any kind of inappropriate behavior by subordinates as it leads to disciplinary problems and dissatisfaction among other employees. A warning letter is a disciplinary action taken by an organization for disorderly conduct, poor performance or breaking office rules and regulations. The first step that any organization generally takes is a verbal warning for smaller infractions. But a repetition or deliberate overstepping of office rules calls for a written reprimand as it is more effective in stopping any further misconduct or breaking of rules. A written warning is also a record that goes in the official profile file of an employee and harms yearly appraisals and such. Documenting a warning ensures that the employees understand the matter is serious and needs timebound improvement. The letter also helps in setting expectations for future behavior and may be a precursor to termination. Generally, HR departments have a formal process in place to record misconduct. But if you are a new organization or an HR personnel looking to issue a formal warning letter, we have templates and guidelines to help you.
Set up a time with the concerned employee to discuss the issue. Send and email or a written request for a meeting. Use the company letterhead to issue the warning. Serve the letter in a formal setting and never in a public space or at his or her desk.