Some employees don’t pay attention to work. They ignore their work responsibilities and cause inconvenience to people and the company. Such employees also bring shame to the company and become the cause of embarrassment. However, sometimes this ignorance is not a deliberate action. Workers often fail to pay attention to the work process because of some problems in their life.
Employers use the strategy to warn their employees because it is the best way to deal with bad behavior. A warning letter is never the first option that the manager uses for criticizing the worker. The warning is kept aside for serious misconduct.
Managerial directors generally write this letter for two reasons:
- For explaining expectations that a company holds about the employee who failed to meet them.
- For describing the misconduct, the employee has a demonstration and explanation of how the misconduct has caused the problem.
- For outlining the consequences of not correcting the behavior.
To write a warning effectively, the employer is also required to take a few steps. Some of these steps are:
Fulfill the formalities:
Every organization goes through a series of steps before it issues the warning. For instance, some organizations send verbal warnings multiple times before issuing a written one. Some organizations also try to make this warning a legal document and fulfill the related requirements.
Know how to format:
Just like any other professional letter, this letter also has a format that tells the sender how he can put the details so that the letter looks like a business letter. Since some companies also shape it like a legal document, the format becomes extremely important to remember and follow.
Watch your tone
There is a certain type of tone that is acceptable in the warning letter. If the priority is to come up with a letter that sounds like a perfect warning letter, you need to be cautious as to what kind of tone you use. The employer should use a serious tone but it should not be too harsh for the employee. In addition to it, you should not be too polite also.
Discuss the policy of the company:
Some employees bypass the work process and don’t take care because they don’t expect a warning. This happens when people are not aware of the policies of the company they work in and they don’t expect such strict disciplinary action against them. Therefore, the employer should clearly state the policies of the company for dealing with people who bypass the work process.
Sample warning letter:
Subject: Warning for bypassing work process
Dear Mr. ABC,
Please find this letter as a written warning from the company to you. It has been brought to my notice that you have not been paying attention to work and no diligence is shown in performing your job responsibilities. What I have understood is either you are not interested in your job or you are unable to understand things that you are supposed to do.
Due to your negligence at work, the company has failed to give desired outputs. My manager has reported that several times, you bypassed the work process and tried to do things in an awkward way to finish them early.
You are hereby being asked to not repeat showing this kind of behavior in the future. If you are facing any kind of difficulty, I can get you in touch with one of the senior members of the company who will guide and train you so that you can improve your performance.
It is also notified here that if you failed to show improvement in your performance in the future, the company will have to dispense your services without giving any advance notification.
A reply to acknowledge this letter will be appreciated. If you have any queries, contact Mr. Adams and seek his assistance.
File: Word (.docx) 2007+ and iPad
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