What is a Warning Letter?
A warning letter is a formal letter initiated by the company authorities or usually managers more specifically the HR manager, as a cautionary letter, to inform the employee about their negligence of responsibility or any work-related task or misconduct. The letter also includes the details of the event or misconduct as well as the action (if) being taken against the employee as a result.
The purpose of the warning letter is to aware of the employee of negligence, therefore, it should be kept in mind while forming the letter, that the employee’s respect or sentiments are not hurt and the secrecy of the issues remains intact.
Types of Warning Letters
The following two types of Warning letters are:
- First Warning Letter: It is an initial warning, of a state of negligence, and clearly mentions the improvements that are being expected from the employee in the future to reprehend his/her errors.
- Final Warning Letter: It clearly mentions, the prior warning given to the employee due to the negligence and now informs them about the action being taken against them due to the negligence.
What should be added to a Warning Letter?
The warning letter can be of various types depending upon the kind of negligence and the severity of the issue, but nonetheless, it is a formal letter having a proper template.
The template may vary for each organization but there is some necessary information that must be included in a formal warning letter for negligence of responsibility.
Moreover, it shall be always considered while selecting any template of a warning letter, that it should serve the purpose of warning about the incident and should provide the key details of the event, which provide room for improvement to the employee. The necessary information includes:
- Employee Credentials
- Negligence Information: The letter should clearly mention the responsibility that was assigned and what was the deliverable that the employee failed to deliver. The reason for issuing a warning shall be clearly mentioned briefly.
- Company Policy: The company shall state clearly as to which clauses of the employee’s job description are being violated, along with substantial proof in the form of documents, etc.
- Timing of Negligence
- Improvement Opportunity
- Action was taken
- Signature of both Parties
Subject: Warning Letter Due to Negligence of Responsibility
This letter is served to you as a warning due to your continuous negligence of responsibilities related to work. You have been found guilty of delay in tasks, erroneous work, not following deadlines, and not meeting office and meeting schedules multiple times.
I have tried to aware you of the negligence through verbal warnings at various times, but this is getting intolerable for me now since your fellow employees and team members are also facing the wrath of it from our clients.
Due to continuous negligence of responsibilities, I am issuing you this first formal warning letter, hoping that you start to work seriously, with minimum errors, and on optimum deadlines. I expect we can work together in harmony and in the best professional manner. In case of prolonged negligence, I shall be forced to take due action against you.
Looking forward to your progress.
File: Word (.docx) 2007+ and iPad
Size: 19 KB
This letter has been written after getting a lot of complaints against you due to your irrational behavior. You are not consistent in performing tasks properly and do not meet the deadlines. You are also not seen in any official meetings or group presentations. You are creating a lot of disturbance and I have warned you many times to quit off this routine. Your behavior has become unbearable and its consequences are badly affecting our other employees.
This letter is my last warning to you to show seriousness and be responsible.
I hope that you will take it on a serious note and I want you to be superlative in every task. This will be good both for you and for the organization. Negligence in it will lead to termination permanently from the job.
Dear Matilda, you have forced me to write this warning note as I was dealing very politely with you. You misused my kindness and started showing your true colors. I hired you to care for my younger daughters and cook them food at the time. I have installed security cameras in the lounge where I look at your activities often. I got very shocked to know that you are not performing your duty properly and remain busy on calls all the time. My daughter had complained to me two or three times that you often beat her.
I did not take it seriously as I trust you and it proved wrong. You broke my trust and now I am sending you a warning note to be vigilant and responsible. I will take strict action against you if I caught you next time doing so.
Dear George, your area manager has sent me many complaints about and he is not satisfied with you. You are irresponsible in following office hours and coming late for the past two weeks. You should be aware of its consequences as it is the transgression of office rules and regulations. He had warned you verbally but you didn’t listen to him. You are an efficient and hard-working employee to me and I do not expect this negligence from you.
I am giving you a last warning so you may bring a change in yourself. If you are caught doing so next time, HR will handle this affair and you will be responsible for the severe reverberations.
It has been brought to my knowledge that your accomplishments are not up to the mark of admissible merit of the organization. I have been receiving remonstrance against you from your manager that you do not show seriousness in executing tasks properly. Your nonseriousness will put the company in a severe crisis as the construction project is the backbone of the company. This will also affect your position as next month we are issuing employees’ monthly evaluation reports.
After giving many warnings you did not show any positive change. Kindly consider this message as a last warning otherwise I will issue a severe penalty against you. Hope to see you improving.
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