Answers To Top Questions Related To Warning Letter

Author: Amit Kumar

Whether it is unproductiveness or a violation of the company’s policy, it is likely at some point that HR managers will have to rely on a warning letter format to alert an employee.

A warning letter is a formal way to inform employees about the reasons why their behaviour is inappropriate. It also lets an employee know that if he or she continues the same, it can lead to termination.

The HR managers should ensure that they put every concern in the letter and use the right warning letter format, too. If not, then it will be even harder to complain later if the same issue occurs again.

This blog answers some top questions about warning letters. Keep reading!

What are the steps taken before issuing a warning letter?

Before relying on warning letter format, here are the four important steps every HR manager should consider:

  • Have a one-on-one meeting with employees. This will allow them to respond to the allegations against them.
  • Allow employees to accompany a support person to the meeting. It can be his or her manager or team member.
  • Note every point discussed at the meeting such as the response of the employee about the allegations.
  • This is the most important step to remember- Consider the employee’s response before taking the final decision.

    • Once all the aforementioned steps have been taken, a formal warning letter can be given to an employee.

    What are the important things a warning letter should include?

    First thing first, choose a pleasing and simple warning letter format. Then, remember the following points that should be included in it:

  • A statement mentioning that the employee’s performance and/or conduct has been reviewed by the manager/organization.
  • Explain the whole matter relating to performance and/or conduct that were raised.
  • A statement outlining the employee’s response to the whole matter and the allegations that have been raised.
  • A clear declaration that the employer has considered the employee’s responses, however nevertheless found the performance and/or conduct to be disagreeable.
  • A clear and formal warning that informs the employee that if he or she doesn’t improve the behaviour, then the end result will be termination. Plus, one should also clearly mention if it is the first, second, or last warning.
  • The agreement made by the employee to rectify his or her performance or/and conduct to prevent more disciplinary actions by the employer should be included.
  • The date when the employee’s conduct and/or performance will be reviewed.
  • Notification that a copy of their warning letter will be recorded in the employee’s personnel file
  • An invitation to talk about the contents of the warning letter.

    • How long is the warning valid?

    There is not a statutory time frame in which a warning, be it verbal or written, remains valid.

    The time that a warning remains mandatory will depend on numerous factors, such as the seriousness of the issue and the nature of the offence.

    Normally, it is one and six months but again it will differ according to the circumstances. For instance, if the issue is absenteeism, then a short period is enough for a new employee or a chronic offender.

    Should a company give three warnings before the final termination?

    Although there is no such strict rule. However, it’s always suggested to give two warning letters along with a final warning letter. And if there is no improvement, then an HR manager should go for the letter of dismissal. Furthermore, one should avoid verbal/oral warnings as they can be easily forgotten.

    So, that is how a warning letter is issued. Before relying on a warning letter, HR managers should make genuine attempts to improve the employee's performance. There are many ways to help employees. Like, instead of searching for a warning letter format, a company can also search "HR software India". Such software is the best solution to improve employee productivity and engagement in the workplace, which will ultimately reduce the possibility of issuing a warning letter.