Warning Letter for Failure to Observe Protocol

Warning Letter for Failure to Observe Protocol

Letters Kate

A warning letter for failure to observe the protocol is a letter issued by an employer to his/her employee who has not exhibited acceptable behaviour and has ignored the protocols.

There are many stated as well as unstated official protocols, few are universal while others may be company-specific. Organizations may include these protocols in their employee handbooks or reveal them through their prevalent organizational culture. This means a company defines its protocols in tangible and intangible terms. When a person becomes an employee of an organization, he automatically understands and gets hold of the protocols that are required to be followed by spending time in the company.

Employees must follow these protocols to exhibit acceptable behaviour at official meetings, formal gatherings, presentations, etc. The observance of the proper protocols reveals an organization’s decorum.

Suppose an employee does not show officially acceptable behaviour. In that case, it is usually intolerable for the company, as the overall protocols being followed by an organization leave an impression on its clients. In addition, clients or colleagues may even get offended by incorrect behaviour and deem it disrespectful. Therefore, a company cannot ignore such employee behaviour and seeks proper protocol observance from its employees.

An employee’s casual and improper attitude may attract complaints against him from fellow colleagues or clients. Consequently, the company issues a written warning to the employee. Sometimes, initially, the company tries to resolve the issue through an oral warning. However, if the problem remains unresolved, a written warning is the next step.

The warning letter issued to an employee for failing to observe protocols may entail various details that may differ from one organization to another. An organization may design a template or use a generalized template, which has been edited based on the company’s information and requirements. The general information in such a warning letter includes:

  • Date
  • Addresser details
  • Addressee details
  • The issue, problem, complaint, and any specific incident
  • Importance of protocols to the organization
  • Warning
  • Consequences in the case of repetition
  • The hope for improvement
  • Salutations and signature

Employees try to avoid such letters, as they are official warnings and become a record in the employee file. Such letters can be used as a reference in the future and may affect employee evaluations, promotions, etc. In the worst scenario, such letters may become the basis for the employee’s termination.

Sample Letter

Date

Name

Address

Dear Ms. Michelle,

This letter is being issued to you as a warning for not following the protocols during the meeting with one of our major international clients, Mr. [ABC], on 13th February 20XX.

The human resource department has often received complaints against you from other employees for not observing the protocols during the official meetings. However, this time the client has launched a complaint itself, which forced us to issue this warning letter. ABC is a significant client, and we cannot afford a bad relationship with it. Knowing that you still exhibited unacceptable behaviour.

As an employee of XYZ, you are well aware of the importance we give to both the stated and unstated protocols. Yet, you often show your casual behaviour and offend other people.

We warn you to change your behaviour; otherwise, a termination letter will be issued instead of a warning letter next time.

We hope that from now on, you will show improved manners and observe protocols properly. We seek a better chance.

Regards,

Steven Smith.


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