When to give a written letter of warning to an employee
Warnings are often part of progressive discipline in the workplace. Many companies start with verbal warnings and progress to written warnings. You might also create a plan with the employee to correct their behavior before you introduce more severe consequences, up to termination. This type of intervention is known as a performance improvement plan, or PIP.
It’s vital that any company rules and policies are laid out in an employee handbook, along with the plan for employee discipline should any of these rules be broken. This allows all employees to know exactly what’s expected of them and what happens when they don’t meet these expectations. For most companies, a written warning is given after one or more verbal warnings and may be paired with other consequences, such as closer supervision or unpaid leave. All warnings should be given in agreement with the company’s discipline plan to avoid claims of discrimination in the workplace.
How to warn an employee
When providing any disciplinary action to an employee, it’s important to be calm and professional. The warning should usually come from a direct supervisor and happen in a one-on-one meeting where the infraction and warning can be discussed to ensure everyone is on the same page going forward. Depending on company policy, a representative from HR or some other third party may be in attendance as well. In addition, it’s good to conclude the meeting with a positive statement. Express that the company’s goal is to motivate and improve their relationship with the employee and chances for mutual success.
What to include in an employee warning notice
In order for your records to be complete and accurate, consider using a written warning template. This ensures every written warning you give out in the company has the same information. If further discipline is necessary, you’ll have all the proof and information you need to continue with your company’s plan. In some states, certain information may need to be collected or recorded before terminating an employee, so be sure to check those regulations. Consider including these elements in your employee warning notice:
- Company name
- Warning number
- Name of employee and job title
- Name of supervisor
- Name of HR representative
- Date of issue
- Introductory statement
- Infractions incurred by the employee
- Consequences of failure to correct infractions
- Supervisor signature and date
- Employee acknowledgment statement
- Employee signature and date
Written warning template
[Company Name]
Warning [number]
Employee Name:
Job Title:
Supervisor Name:
HR Representative Name:
Date:
Dear [Employee Full Name]
Your HR department has been informed by your manager that you have committed the following actions that do not comply with [Company Name] policies:
- Infraction 1: Explanation
- Infraction 2: Explanation (if more than one infraction)
- Infraction 3: Explanation (if more than two infractions)
You received a verbal warning on [Date].
The following consequences will be applied, in order of escalation, should you not demonstrate improvement or cease violation of company policies:
- Second verbal warning
- Second documented warning notice
- Job suspension without pay for one workweek
- Third and final warning notice followed by an in-person meeting
- Termination of employment (should the past warnings and suspension not result in improvement of actions)
We are determined to continue enlisting your expert knowledge as a [job title] within our company, and we will do whatever we can to help you improve your performance to meet our quality standards.
Supervisor Signature: (Supervisor name here) Date: (Date approved here)
Employee Acknowledgement: I hereby acknowledge that I have committed the above infractions and am able and willing to make the required corrections to continue my employment with [Company Name].
Employee Signature: (Employee name here) Date: (Date read here)
Employee warning notice example
TechMarket Technology Systems & Solutions Co.Warning 1Employee Name: Mark BellJob Title: Internal Systems EngineerSupervisor Name: Kristen MarcheHR Representative Name: Casey Landen
Date: 2/07/20
Dear Mark Bell,
Your HR department has been informed by your manager that you have committed the following actions that do not comply with TechMarket Technology Systems & Solutions Company policies:
- Infraction 1: Failure to meet the initial project deadline for 1/21/20 and makeup deadline for 1/28/20.
You received a verbal warning on January 25, 2020.
The following consequences will be applied, in order of escalation, should you not demonstrate improvement or cease violation of company policies:
- Second verbal warning
- Second warning notice issued
- Job suspension without pay for one workweek
- Third and final warning notice followed by an in-person meeting
- Termination of employment
We are determined to continue enlisting your expert knowledge as an internal systems engineer within our company, and we will do whatever we can to help you improve your performance to meet our quality standards.
Supervisor signature: Kristen Marche Date: 2/07/20
Employee Acknowledgement: I hereby acknowledge that I have committed the above infractions and am able and willing to make the required corrections to continue my employment with the TechMarket Technology Systems & Solutions Company.
Employee signature: Mark Bell Date: 2/07/20
Frequently asked questions about written warnings
What method should you use to deliver a warning notice to an employee?
Send this document in an email, with a subject line that clearly indicates the subject, or deliver a printed copy through HR. You can also schedule a meeting to give the employee the written document and discuss plans for improvement.
What actions constitute a warning versus an automatic termination of employment?
Warnings generally address the failure to adhere to workplace policies, inconsistent work performance or late attendance. More severe infractions, including workplace harassment, fraudulent activity or verbal and physical violence toward coworkers, are more likely to result in immediate termination.
What should happen after you issue a warning notice to an employee?
After delivering a warning notice, meet with the employee to discuss the next steps. Listen to their concerns and emphasize your desire to improve the situation. Closely monitor the employee’s performance and praise them for improvements to maintain a positive outlook.
How many warnings do you have to give an employee?
Every company sets its own policies on the types of warnings used and the number of warnings an employee receives before termination or other disciplinary actions. You might give one verbal warning before moving on to a written warning for the same issue. Some companies use the three-strikes method before firing an employee, but it’s often up to your discretion based on the situation. Some infractions might be serious enough to skip warnings and fire the employee immediately. Check with your state labor laws to understand the legal aspects of firing an employee.
How do you end a disciplinary letter?
End a disciplinary letter with the next steps or the expected correction for the issues. Be clear on what will happen if the employee doesn’t correct the issue. Include a spot at the bottom for the manager’s and employee’s signatures. Include a statement that says the signature indicates that the employee received the letter.
