When an employee is accused of violating the policies or regulations of the company in one way or another, he receives a warning letter. Most commonly, a letter of criticism from the employer indicates to the worker that his behavior is unethical and that he should improve his behavior to survive.
Sometimes, the employer uses this letter to reiterate the company’s policies regarding the particular misconduct the employee has demonstrated. The manager must have informed the workers at the start of their journey how important it is for them to answer all the official emails. However, after some time, everyone forgets about it. Thus, the warning recalls such policies.
What warning is issued to the worker who is not replying to official emails?
The manager writes a warning letter to the worker to criticize his behavior. This letter tells the worker that he should not ignore official emails. Replying to the official email is mandatory, whether he is at home or in the office.
Official emails are generally sent on purpose; they usually contain messages for the employee. Some emails only require acknowledgment from the employee.
The reply to these emails shows that the employee has read the email with keen interest. Similarly, if an employee does not answer, it shows that the employee is not interested. Sometimes, the employer feels disrespected when he does not receive a reply from a person, and things go wrong, and then the employee faces a warning.
No one wants to receive the warning because it becomes a permanent part of their file, and the employee consults it when writing future recommendations and references.
Dos and don’ts of writing the warning letter:
Do’s:
Use the letterhead:
Whenever you write a warning letter, use a letterhead so that the official warning letter can be written and communicated.
Must mention the reason:
You must tell the employee why he is being issued the warning and why you think he deserves to be warned.
Always follow the template:
Using the template is always recommended because it leaves no room for making mistakes. The template will also not let you forget any important component.
Don’ts:
Don’t go personal:
No matter how angry you are at the employee’s non-serious behavior, never go personal and criticize his personality to feel good.
Don’t use a harsh tone:
Professional letters never use harsh tones because they are not written to express emotions but to convey a meaningful message. As an employer, you should be able to communicate your dissatisfaction with the employee in a calm tone.
Don’t send without reviewing:
Before you send this letter away, you must not forget to proofread. Proofreading will allow you to remove all grammatical or spelling mistakes.
The manager has written the sample letter below to his worker, who has not been replying to emails from authorities and has shown no interest.
Letters
#1
Hello, Mr. Miko.
Please find this letter as a warning of your unprofessional behavior of not complying with the company policy.
Among all the disciplines we follow at the workplace, answering or replying to emails sent by management is a must to read and respond within due time. It has been noticed that you do not reply to emails on time, and hence, we are delayed in the project inspection and progression. The nature of our work demands prompt replies and quick actions, whether physical or through online resources.
Hence, all employees must reply to all emails from HR, the Project Director, or any other official concerned. Failing to do so will result in severe consequences.
Regards.
Meezo Mie.
#2
This letter serves as a warning for you because you have not responded to the emails you receive from the office. As per company policy, every employee must comply with the company rules. This has been stated in various meetings, and you have been asked verbally many times not to ignore the official notice. However, it has been brought to my attention that you are still not paying heed to this message.
I expect you not to ignore emails from the company and promptly respond to each email. However, if you fail to do so, you will have to face serious consequences since not replying to emails shows how much you are interested in working with us.
If you want to say anything regarding this matter, please get in touch with me.
Miss Sara.
File: Word (.docx) and iPad
Size 22 KB
- Ramadan Schedule Notification for Staff
- One Day Absent Note to Boss
- Request Letter to Staff for Voluntary Deduction from Salary
- Holiday Closing Messages
- Letter Requesting Transfer to another Department
- Letter Requesting Promotion Consideration
- Umrah Leave Request Letter to Boss
- Ramadan Office Schedule Announcement Letters/Emails
- Letter to Friend Expressing Support
- Letter to Employer Requesting Mental Health Accommodation
- Letter Requesting Reference Check Information
- Letter Requesting Salary Certificate
- Letter Requesting Recommendation from Previous Employer
- One Hour Off Permission Letter to HR
- Payroll Apology Letter to Employee