Warning Letter To Employee (Different Reasons) - Templates/Drafts

Many a times, the employees act irresponsibly either inside the premises of the organization or outside while on duty. This affects the overall performance of the organization and even sometimes becomes the reason for spoiling its name and goodwill in the market. In order to control these situations and discourage the employee from any such incident in the future, warning letters are issued to the employee.

As far as possible the warning letter should be drafted in a way to make the employee (once again) aware of the rules and regulations, code of conduct, etc. of the organization with a warning that the employee should not do such acts otherwise the consequences would be determinant in his/her interest.

While the tone of the letter should strong enough at the same time it should not be too harsh that the employee gets too disturbed receiving it which may affect his performance in the coming period.


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Format of warning letter to employee.
(fill in the necessary details in the fields highlighted in light black color text)
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Ref: aa/bb/cc/2018

Date: dd.mm.yyyy

To,

(Name of the Employee)
(Designation)
(Employee Code)

Sub.: Violation of Company Policy


Dear (Name of the Employee),


It has come to our attention that ...


(Here you can insert the description as may be applicable under different circumstances. Check out the Note #1.)

You are advised to not to repeat such incident in future. Management will be forced to take necessary disciplinary action, if you continue to show such unacceptable acts, which may ultimately result in the termination of your employment.


This letter will be placed on your personnel employment file. Please acknowledge the receipt of this letter by signing one copy of this letter as enclosed herewith.


For (Name of the Company),

 - (sign) -

(Name of the officer)

(Designation)

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Note #1: There are several occasions wherein warning letters are issued to the employee. Some of those are as mentioned herein below.
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1) Warning for poor performance / not achieving sales target

This is with regard to your performance on duty for the last few months. We regret to note that it has not been up to the mark. You would appreciate that your monthly sales target was fixed at ___(amount), only after a thorough discussion with you and considering the current market scope.

However, you have still failed to achieve the targets. Please appreciate that we are only expressing our dissatisfaction because your sales target fulfillment has been running below 50% for the last 3 months. We are compelled to issue this warning letter with an expectation that you would endeavor to strive hard in the coming period to achieve your given targets.


2) Warning for being drunk at work / smoking 

It has come to our attention that on 3rd of February, 2018 you were found drinking alcohol and smoking in the garden area of the Company. You are well aware, as per the Company policy, no person is allowed to drink alcohol or smoke tobaccos in the Company premises. You are in violation of Article 345 of the Company policy document, a copy of which was handed over to you during your joining time. As such, Management has taken a decision to suspend you from duty for 3 days without pay.

3) Warning for late coming
We regret to note that for most of the days in the last few weeks you have been coming to office beyond the time prescribed for reporting to duty. You are well aware, such delayed reporting entails penalty as per the Company policy. Hence, your half-day salary will be deducted for the days of delays. Please note that such late-coming is considered quite adversely during the evaluation process of your appraisal or promotion in the Company. We hope that you would abide by the rules to the letter.

4) Warning for theft / stealing company property
You are aware that on 31st January, 2018 a laptop was reported stolen from Marketing Department of our Company. We have carried out the investigation process in this regard including checking of CCTV footage. The evidences clearly suggest you are to be held responsible for this theft.

You're hereby directed to produce the laptop by the end of the working hour i.e. 6:30pm of 2nd February, 2018 in the same condition as before. As per the Company policy, a monetary penalty of half-month's salary is to be deducted from your pending payments. Further, the event will be reported to the police.


We strongly suggest that you produce a written affidavit signed by you to the effect that you admit the stealing of the Company property and you will not repeat any such action in future. On production of such affidavit we might forgo the reporting of this event to the police. Please do not fail to take appropriate action as mentioned above by the given time i.e. by 6:30pm of 2nd February, 2018.


Further, please note that as per the Company policy, such acts by employees lead to termination of their employment. Hence, your employment with the Company is hereby terminated with immediate effect. Balance salary payment after adjustment of the penalization amount will be credited to your bank account. We hope you would not repeat such acts in future with your future employers.


5) Warning for not wearing proper uniform
It has come to our attention that on the following dates i.e. Jan 14, 18, 23, 29 and Feb 02, you were not wearing the prescribed Company uniforms in the work premises. You are well aware such acts are clear violation of Company policy for employees. Please note that such conduct on your part will be considered quite adversely during the evaluation process of your appraisal or promotion in the Company. We hope that you would abide by the rules strictly and wear the uniform while on duty.

6) Warning for absence / absenteeism
It has come to our attention that for most of the days in the last few weeks you have been absent from duty without applying for leave to your superior. You are well aware such absenteeism is considered as "absconding from duty". We are hereby giving you 3days time to report to duty by 1pm on 3rd February, 2018. Failing which, your employment with the Company will stand terminated. Further, a penalization of 15days salary will be deducted from your balance payment due from the Company. Any shortage in this regard, you will have to be bear and make the payment to the Company within 15 days of the receipt of this letter.

7) Warning for insubordination/negligence of work/misconduct/misbehavior/bad attitude
Your superior Mr. Tony has reported that you have been disobeying his orders on duty and behaving badly during the working hours with your colleagues. Please note that any act of insubordination without valid/genuine reasons are strictly dealt with by the Management.

A meeting has been scheduled of yours with our HR Head, Mr. Thomas on 5th of February, 2018 at 3:00pm at the Company Conference hall. At which, you would explain yourself of this irresponsible conduct of yours. After hearing the case, we will take further action in this regard. Please note that if it is found that your act of insubordination was intentional without any valid reasons, then it may result in penalty of your salary reduction for this month.

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Final version of the letter would look like this.
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Ref: Emp/HR/W/2018/078

Date: 3rd February, 2018

To

Mr. Sam Gonz├ílez
Asst. Marketing Manager
Marketing Department
Code: 123456789

Sub.: Violation of Company policy - First warning


Dear Sam,


It has come to our attention that on the following dates i.e. Jan 14, 18, 23, 29 and Feb 02, you were not wearing the prescribed Company uniforms in the work premises. You are well aware such acts are clear violation of Company policy for employees. Please note that such conduct on your part will be considered quite adversely during the evaluation process of your appraisal or promotion in the Company. We hope that you would abide by the rules strictly and wear the uniform while on duty.

You are advised to not to repeat such incident in future. Management will be forced to take necessary disciplinary action, if you continue to show such unacceptable acts, which may ultimately result in the termination of your employment.


This letter will be placed on your personnel employment file. Please acknowledge the receipt of this letter by signing one copy of this letter as enclosed herewith.

For Lkjhgfdsa Private Limited



Rama Hemington

General Manager (HR)

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Extra Notes / Do's and Don'ts
- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - (1) Repeated warnings: Some employee may take lightly the first warning letter from the Company and subsequently repeat similar mistakes resulting in violation of the Company policy. In such cases, final warning letter can be issued with clear instruction that if the employee repeats the same mistake again it will result in termination of employment with the Company.
(2) Penalty: Companies can prescribe some level of penalization for employees who continue to show their irresponsible behavior on several occasions. However, the first mistake can be excused with a warning. Second and subsequent mistakes can be strictly penalized with salary reduction for working days or suspension from job without pay.
(3) Letter on the record: It is always better to write a letter or an email to the employee for such mistakes. It  is because, in future, if he continues to do the same mistakes then the earlier letter/email can be produced for reference and strict disciplinary actions can be taken against the irresponsible employee.
(4) Morale Boost: Most importantly, it would be highly advisable to have one or more personal meetings with the employee and try to understand their issues/reasons of such irresponsible incidents. And, as far as possible, try to boost their morale by encouraging them on various fronts. Companies may engage specialized professionals to deal with all such cases of employees.


After all, it might be easy to terminate an employee, but replacing him with a new employee is a costly affair (production/delivery delays, training time loss, money loss, etc). Hence, it is best recommended to keep the employees motivated and encourage them to not to repeat such violations. But of course, everything has got a limit.

1 comment:

  1. Janmejay Upadhyay17 June, 2018

    Hey, thanks a lot!
    I liked the way you have covered the format of warnings for different reasons.
    This will come handy in future when such instances occur. Right now I just needed one of them. :)

    ReplyDelete