As an HR professional, it is important to have clear and effective communication with employees in order to maintain a positive and productive work environment. A written warning, or employee warning notice, is a formal way to document performance or behavioral issues and provide the employee with an opportunity to improve. We will discuss the role of HR in the employee warning process and provide a template and sample language for crafting an employee warning notice. We will also discuss the steps to take when issuing a warning and strategies for improving employee performance.

Here are several key things to pay attention to when drafting an employee warning letter:

  • Use a clear and concise subject line: This will help the employee understand the purpose of the letter and allow them to easily locate it in their inbox.
  • State the specific issue: Be clear and specific about the performance or behavioral issue that is being addressed.
  • Provide examples: Include specific examples of the issue to help the employee understand the problem and how it is affecting their work.
  • Outline the consequences: Explain the consequences of continued poor performance or behavior, including any disciplinary action that may be taken.
  • Offer support: Provide the employee with resources and support to help them improve their performance or behavior.
  • Set a timeline: Establish a timeline for improvement and follow-up, including any checkpoints or performance reviews that will be conducted.
  • Use a professional tone: While it is important to be clear and direct, it is also important to use a professional and respectful tone in the letter.
  • Keep a copy: Keep a copy of the letter in the employee's file for future reference.
  • Consider legal implications: Be aware of any legal considerations, such as employment laws or company policies, when drafting the letter.

Employee Warning Notice Email Template Sample 1

Subject: Employee Warning Notice

Dear [Employee],

I am writing to inform you of a serious issue that has been brought to my attention regarding your performance at work. Specifically, [state specific issue, such as tardiness or poor job performance].

This behavior is not acceptable and is in violation of [company policy or job expectations]. As a result, you are being issued a formal warning.

Please be aware that continued instances of [specific issue] may result in further disciplinary action, up to and including termination of employment.

I want to stress that I am committed to helping you succeed in your role. To that end, I am available to discuss any concerns or issues you may be having and to provide you with any support or resources you may need to improve your performance.

Please be advised that we will be closely monitoring your progress and expect to see significant improvement within the next [time frame, such as 30 days]. If you have any questions or need further assistance, please do not hesitate to reach out to me.

Sincerely, [Sender Name]

Employee Warning Notice Email Template Sample 2

Subject: Employee Warning Notice - Behavioural Issues

Dear [Employee],

I am writing to address concerns about your recent behavior at work. Specifically, [state specific behavior issues, such as disrespectful language or inappropriate behavior].

This type of behavior is not acceptable and goes against our company's values of [list company values, such as respect and professionalism]. It is also in violation of [company policy or job expectations]. As a result, you are being issued a formal warning.

Please be aware that continued instances of [specific behavior issues] may result in further disciplinary action, up to and including termination of employment.

I want to make it clear that I am committed to creating a positive and respectful work environment for all employees. To that end, I am available to discuss any issues or concerns you may have and to provide you with support and resources to help you improve your behavior.

I expect to see significant improvement in your behavior within the next [time frame, such as 30 days]. If you have any questions or need further assistance, please do not hesitate to reach out to me.

Sincerely, [Sender Name]

Employee Warning Notice Email Template Sample 3

Subject: Final Warning - Performance Issues

Dear [Employee],

I am writing to inform you that your performance at work has not improved despite previous warnings and attempts to provide support and resources. As a result, this letter serves as your final warning.

[State specific performance issues, such as consistently failing to meet deadlines or not following company policies]. These issues are unacceptable and have had a negative impact on your work and the team as a whole.

Please be aware that further instances of [specific performance issues] will result in immediate disciplinary action, up to and including termination of employment.

I strongly encourage you to take this final warning seriously and to make a concerted effort to improve your performance. I am available to discuss any concerns or issues you may be having and to provide you with any additional support or resources you may need.

I expect to see significant improvement in your performance within the next [time frame, such as 30 days]. If you have any questions or need further assistance, please do not hesitate to reach out to me.

Sincerely, [Sender Name]