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Warning Letter: Uses And Needs

What Is A Warning Letter?

A warning letter is a formal letter, used as a mode of communication, issued by an employer or manager to an employee of an organization. Schools, universities, government offices, corporate organizations, etc. issue warning letters as disciplinary tools as well (to the students, faculty, etc). The main purpose of a warning letter is to inform an individual of his/her mistakes and what needs to be rectified if there is any room for improvement. A warning letter should clearly describe the problem created by an employee so as to give the employee a fair and reasonable opportunity to amend his/her ways. A company can take corrective action to resolve employee related issues by issuing a warning letter.

warning letter

Why Do You Need A Warning Letter?

A warning letter is an important document used by an employer before firing or taking disciplinary action against any employee. Any employee fired without any warning or intimidation can sue their employer because of violation of the employment contract. It’s probably the same reason your landlord cannot kick you out of your rented house without informing you beforehand.

Some of the reasons employers issue warning letters to employees are because of:

  • Negligence
  • Failure to reach targets
  • Working for multiple companies
  • Gross misconduct
  • Poor or late attendance and unauthorized leaves
  • Office violence (physical or verbal)
  • Violation of company rules and regulations
  • Disregard for discipline
  • Complaints by co-employees

Advantages And Features Of Using A Warning Letter

Some of the features and advantages of using a warning letter to an employer are described below:

  • Though it isn’t a compulsion, it is recommended that a warning letter gets stamped or e-registered. Once it is registered, it serves as a proof of a contract or document executed.
  • Multiple warning letters can be used, if the employer is lenient.
  • A warning letter can be made precise and compact with the effective use of words that are not misleading.
  • An employer shouldn’t be hostile in the way he comes across in his communication.
  • A warning letter is drafted on the letterhead of a company.
  • A warning letter can also be issued by a Government or regulatory body to another body corporate for the purpose of compliance, negligence, not adhering to the laws of the land, improper disposal of waste, etc.
  • An employee can take legal action if fired without being issued a warning letter prior to dismissal.

What If Employee Refuses To Sign?

If a warning letter is issued to an employee, then the employee should sign the letter as an acknowledgment of receipt of the letter (and not as an admission of the critiques in the warning letter). If an employee is adamant in not signing the letter, then a witness can acknowledge that the particular employee received a warning letter.

How To Draft A Warning Letter?

A warning letter is a letter that is easy to draft and has various uses depending on its purpose and content. The issue of a termination letter or a relieving letter (in the cases of repeat offenses) follows the issue of a warning letter. Here, you can draft warning letters for multiple purposes with the use of our template. Also, we e-register the paper and get the same stamped.