Every organization has policies that guide employee conduct and help maintain workplace discipline. Despite these rules and regulations, employees may sometimes violate company policies. When this happens, the company should address the issue and explain the corrective action expected of the employee.
An employer usually has clear expectations of their employees. However, some employees may overlook or disregard these expectations. Through a warning letter, the employer reiterates them and holds the employee accountable for their conduct.
Why Is It Important to Write a Warning Letter for Breaching Company Policy?
As an employer or supervisor, you may need to issue a warning letter when an employee violates company policy. This letter reminds the employee of what is expected of them and documents the concern. Policy violations can disrupt work, inconvenience colleagues, or create safety concerns, depending on the circumstances.
For example, if a company prohibits employees from bringing pets to the workplace, bringing a pet without permission would violate that policy. A warning letter can explain the violation and instruct the employee to follow the policy in the future.
Things to Consider When Writing a Warning Letter
Although you want to address an employee’s misconduct, you should choose your words carefully and maintain a professional tone. Below are some points to consider:
- Address the incident promptly. Before issuing a warning, investigate what happened and give the employee an opportunity to explain the circumstances.
- Your letter should be objective and based on verified facts. Clearly describe the incident, including relevant dates and the policy that was violated. Avoid unsupported accusations.
- Explain why the violation is a concern, what corrective action is required, and what further action may follow if the behavior continues. This helps the employee understand the seriousness of the matter.
- Do not use rude or harsh language. Explain the warning clearly and respectfully.
Sample Warning Letter
Date: [Date]
[Employee’s Name]
[Employee’s Address]
Subject: Warning for Unauthorized Use of a Company Vehicle
Dear Mr. Johansson,
It has been brought to my attention that you used a company vehicle without authorization. Your permission to use the vehicle ended on 10 April 20XX. However, I received a report stating that you used it again on 15 April 20XX without further approval.
The company’s vehicle-use policy was explained to you when you were hired. It clearly states that employees must obtain formal permission before using company-owned vehicles.
You are requested to visit our office and meet with me in person to explain your actions. Please consider this letter a formal warning from the company. A copy will be placed in your personnel file and retained for at least six months.
If you repeat this conduct, we may take further disciplinary action against you.
We expect you to take this warning seriously and comply with the company’s vehicle-use policy. Any further violations will be addressed in accordance with the company’s disciplinary procedures.
Regards,
[Sender’s Name]
