Guidelines
The following guidelines should be followed when you want to issue a warning mail to an employee. By adhering to these, you will ensure that the process has the desired impact.
- Set up a time and location with the employee where you will discuss the issue. This should preferably be done by sending an email to the employee or a written request (if the employee is not on email). Follow it up with a phone call to ensure the employee understands the importance of the meeting.
- It is advisable to discuss the warning letter in a formal setting such as a meeting room, your office, or a supervisor’s cabin and never in public places such as restaurants or company cafeteria.
- Some ethical misconduct can attract a warning letter. E.g. absenteeism for a long time without informing the manager or applying for leaves.
- Always create the warning letter on your company’s letterhead.
- Print two copies of the warning letter, one for the employee and the other for office records.
- Share a signed copy of the warning letter with the employee and get the signature of the employee on the company copy. File the letter in employee records.
Template
Date:< The date when the letter was generated>
Name: < Full Name of employee >
Address: < Address of office location >
Re: Warning for Poor Work Performance
Dear < First name of the Employee >,
This letter serves as a written warning to you for not meeting your objectives as outlined in your < Appointment Letter / Job Description / Prior performance appraisal / Goals as agreed between you and your supervisor >.
This letter confirms our discussion held on < date > regarding your below-par performance.
As intimated by < the management / your supervisor >, we are putting you on a Corrective Action Plan commencing from < mention date>. This plan is being introduced to bring your performance up to an acceptable standard, considering your capabilities and requirements of your job role.
Each member in our company is expected to contribute to the best of their abilities and meet the objectives laid out in their job role. Hence, we would like you to immediately improve your performance and meet the expectations of your supervisor and company management.
We believe that you have the potential to be a meaningful contributor and would like you to work with commitment and resolve.
If you need my assistance or have queries, please feel free to reach out to me anytime. You are requested to sign a copy of this letter to indicate your acknowledgment of the discussion and also document specific outcomes in the notes section below.
Sincerely,
< Your Name > < Employee Name >
< Title < Employee Title and Department >
< Date > < Date >
< Signature > < Employee Signature >
