A formal warning is a serious step in the disciplinary process and should be structured carefully to ensure clarity and fairness. Here's a structured format for a formal warning:
[Your Company Letterhead]
[Date]
[Employee's Full Name] [Employee's Position] [Employee's Department]
Re: Formal Warning
Dear [Employee's Name],
I hope this letter finds you well. We would like to address a matter of significant concern that has come to our attention. It is essential that we communicate our concerns clearly and provide you with the opportunity to understand the seriousness of the situation.
1. Incident(s) or Issue(s): In this section, outline the specific incident(s) or issue(s) that have led to the formal warning. Be detailed and provide specific dates, times, locations, and descriptions of the behaviour or actions that violated company policies or standards. Use factual language and avoid making judgments or assumptions.
2. Relevant Company Policies: Clearly reference the specific company policies, procedures, or standards that the employee's actions or behaviour have violated. Provide a brief summary of these policies and explain how the employee's actions were in breach of them.
3. Investigation and Documentation: Mention that a thorough investigation was conducted, including any evidence or witness statements that were considered. Explain that the decision to issue a formal warning is based on this investigation and the company's commitment to fair and consistent disciplinary procedures.
4. Impact and Consequences: Describe the impact of the employee's actions on the company, colleagues, clients, or other stakeholders. Explain the potential consequences of continued violations or similar behaviour in the future. Highlight the need for a positive change in behaviour.
5. Previous Discussions: If applicable, mention any previous discussions or informal warnings related to the same or similar issues. This shows a pattern of behaviour and underscores the importance of addressing the problem promptly.
6. Expectations and Improvement: Clearly state the company's expectations for the employee's behaviour and performance moving forward. Specify the desired improvement and set clear and achievable goals or milestones.
7. Monitoring and Follow-up: Explain how the employee's performance and behaviour will be monitored, including any follow-up meetings or reviews. Outline the consequences if there is no improvement or if further violations occur.
8. Employee's Right to Respond: Mention that the employee has the right to respond to the formal warning in writing. Provide a deadline for the response and instructions on how and where to submit it.
9. Confidentiality: Remind the employee of the confidentiality of the disciplinary process and the importance of not discussing it with colleagues unless specifically required for the resolution of the issue.
10. Employee Acknowledgment: Include a section for the employee to acknowledge receipt of the formal warning. This acknowledgement signifies that they have read and understood the contents of the letter.
[Employee's Signature] [Date]
11. Copies: Specify how copies of the formal warning will be distributed, such as retaining a copy in the employee's personnel file and providing copies to HR, the employee's supervisor, and any other relevant parties.
Conclusion: Close the letter on a professional and encouraging note, expressing the hope that the employee will take the necessary steps to improve their behaviour and performance.
Sincerely,
[Your Name] [Your Title] [Company Name]
Remember that issuing a formal warning is a serious matter and should be done in accordance with your company's policies and legal requirements. It's often a good practice to consult with your HR department or legal counsel before issuing such warnings to ensure compliance with all relevant regulations and laws.