Every organization out there is completely dependent on their employees to carry out their day-to-day routine tasks and responsibilities. That being said, every employer finds it acutely difficult to scold or be rude to any of their employees. But, there are some instances where employees violate the rules and regulations of the company. In such scenarios, employers have to stand firm on the ground and enforce disciplinary actions to warn employees to get back on the right track.
Now, several organizations have different policies on the process of imposing disciplinary action on their employees. In most companies, HR executives call the attention of the individual and warn him or her in person. However, if the employee remains the same and does not comply with the requirements, then the company will have no other option but to rely on a warning letter format. Truth be told, issuing a warning letter is recognized to be one of the best human resources practices to deal with problematic employees, regardless of what policy violations s/he has committed.
In this article, we will tell you the top five facts about warning letters every working individual, especially HR professionals should know about. So, let’s dive in.
Essentials
Here are some must-have elements in a warning letter:
Full name of the person
Correct Date
Issue/Reason- HR managers should use a formal tone while writing the body of the letter. One should make sure to highlight the reason for which the letter is being issued to the employee. Besides, it is vital to check that the content is not too lengthy. In simpler words, the letter should be to the point.
Remedies- Do not forget to include a line/paragraph that explains how the employee can rectify his/her mistake and improve along the way.]
Types
There are mainly five types of warning letter that are as follows:
Behavior Warning Letter
This warning letter is usually issued to employees in the following cases:
- When they misbehave or show misconduct in the workplace that in turn impacts the working environment.
- When they disrespect customers or clients that lead to any loss for the company.
- When they refuse to obey the orders of their managers or supervisors
Employee Absence Warning Letter
Companies issue this warning letter when an employee shows absenteeism for a long period of time without any valid reason.
Employee Poor Performance Warning Letter
When employees fail to perform their duties and responsibilities effectively even after numerous verbal warnings, then the company issues this type of warning letter.
First Warning Letter
As the name indicates, the first warning letter is the first written warning to an employee, informing him or her of the problem s/he should immediately improve.
Final Warning Letter
If an employee does not make necessary improvements after several verbal and written warnings, then the company issues him or her the final warning letter. Need to mention, termination is the last step for employees who overlook the final warning letter.
Vital Points To Remember
While drafting a warning letter format, an HR manager should consider the following factors:
- Do not use a warning letter for trivial matters. So, ensure the reason before issuing the letter to an employee.
- Do not skip to mention the expectations in the letter. The employee should be clear about the actions s/he is expected to take henceforth.
- It is equally important to mention the consequences the employee can face if he or she fails to improve along the way
- As discussed above, a warning letter should sound as professional as possible.
Also Read: Experience Letter Related FAQs Answered!
That’s it.
Last but not least, before relying on a warning letter format, HR managers should take some time to sit down with the employee and discuss the issue with him or her.
While discussing, tell them the current situation of the market using strong facts such as how the employment budget 2021 failed to give priority to boosting jobs. Let them understand that they are fortunate to have a job and hence they should put their best foot forward in their respective duty.
