Warning Letter: Definition, Components, And Best Practices

Once in a blue moon comes a day when an HR needs to issue a warning letter. An HR has templates for many types of letters, but a warning letter format is one rarely used format.

A warning letter is issued when an employee becomes lazy, and the company starts suffering due to its misconduct or poor performance. And when verbal methods seem to have no effect, HR is bound to issue a warning letter.

In short, a warning letter is a formal cautionary document that checks an employee and cautions him to improve.

What Are The Various Components Of Warning Letter Format?

The warning letter is an official document printed on company letterhead and thus should be drafted in its proper format.

1. Recipient’s Address: It is left-aligned and appears one or two lines below the sender’s address.
2. Date: Appears one or two lines below the recipient’s address
3. Subject Line: It should be crisp and clear. Like, Warning Letter For *employee name* for *reprimand reason*.
4. Salutation: It should be formal like, Dear Mr. *employee name*
5. Opening Paragraph: Be straightforward and write the problem clearly. It is advised to date the event or preceding verbal correspondence.
6. Body: Explain crisply how the employee can correct the issue
7. Final Paragraph: This contains the disciplinary action that would follow the non-compliance of the corrective measures, even if its termination
8. Closing: End the letter on a positive note that there is enough time for the employee to improve.
9. Your Name And Signature: Try for a handwritten signature, and do leave some space for the employee’s signature.

This letter drafting process can be tedious. Therefore, HROne provides you with a library of all types of HR Letter Templates to make your job easier and faster.

• Please link HROne’s letter templates here.

Some Warning Letter Best Practices#1: Have This Conversation In Private

Remember to inform the employee before handing over the warning letter to him. And when you do give him the letter, take care to do this in an office setting and in private.

#2: Be Prompt In Issuing The Letter

Be prompt and issue the letter as soon as the incident occurs. As waiting will only make the employee non-serious, corrective measures can also take longer.

#3: Use Company Letterhead

Always use company letterhead while drafting warning letters and print two copies of it- One for the employee and the other for the employer.

#4: Repeat The Consequences Of The Draft

You must have already informed the employee of what the consequences could be if the employee did not improve. But since the employee has not yet improved, reiterate them to him.

#5: Always Make Sure To Get The Letter Signed

A signature ensures that the employee has acknowledged the consequences of not acting on the improvements suggested.

If they do not agree to sign it, you can gain proof by sending it as an email.

#6: Keep The Conversation Factual And Not Emotional

Try to keep the conversation factual and not emotional. The employee can get emotional, but you shouldn’t. List the stats and discuss the issue with the employee. It is advised to keep in-depth facts of the situation. Because the employee may try to justify his actions.

Also, let him know the consequences of not delivering on the specified timeline.

#7: Write The Employee’s Thoughts On The Draft

Write the employee’s reactions on the company’s copy of the letter and file this letter in the employee’s records.

#8: Do Proofread It Before Extending It To The Employee

Get your letter checked by any other HR colleague. Just in case you left a mistake.

#9: You Can Also Take Legal Advice

Lastly, do not overlook legal matters. If you are unsure of the legal consequences of the disciplinary action, consult a lawyer or any senior HR professional.

I’m Amit Kumar, and successfully working professional in Digital Marketing field. I have been working in this industry from past 8 Years found it so useful for everybody in today’s scenario. I am a blogger too and well known to predict market trends.