Warning Letter for Negative Language Use

Warning Letter for Negative Language Use

Letters Kate

The office environment plays an important role in job satisfaction and improving overall productivity in an organization. Managers understand the importance of providing a safe environment so employees can concentrate on the tasks at hand. Therefore, almost all organizations have a belief system and a set of values that are inculcated top-down.

One of the most critical elements in job satisfaction is that employees feel respected, appreciated and heard. Therefore, the language used in the office must be respectful, polite and constructive. Whether the communication occurs between a supervisor and a subordinate or colleagues, hostile language cannot and must not be used under any circumstances. Negative language includes:

  • Taunting
  • Using harsh words
  • Degrading words
  • Abusive language
  • Threats to do physical harm
  • Verbal harassment and personal comments on a person’s ability or appearance
  • Blaming others or talking in a tone that suggests it’s the fault of the person you are talking to
  • Saying you can’t, you won’t, or you can to…
  • Hostile tone or words

Even in conflict situations, care should be taken to refrain from making personal comments, taunting, abusing, or using harsh words. Any disagreements and/or arguments must be handled carefully. Negative language is considered discouraging and demotivates employees. Telling a person that you are unable to do this or that you are incompetent will never help an organization or the recipient. In contrast, using positive words and tones will likely motivate and boost an employee’s morale, coaxing them to make further efforts.

Management is responsible for ensuring that employees support and build each other up through positive communication. Anyone using negative language must be discouraged. Employees who receive negative language may take such grievances to the human resource department.

Sample letter

To [employee name]

Subject: Warning against using negative language

It has been noticed that your behaviour with fellow colleagues and subordinates has been less than exemplary. As per the organizational values, everyone must be treated with respect and kindness. Errors and mistakes must be communicated professionally without being harsh or derogatory.

All employees are recruited through a merit-based recruitment process and, therefore, have the capability to perform the assigned tasks. If their work performance is poor, managers are expected to figure out ways to motivate and correct them, bringing them up to standard.

If any coworker or subordinate makes a mistake or is not working up to standard, please communicate with them using positive language and constructive criticism. Negative language in the office cannot be tolerated, as it decreases employee job satisfaction. You might find people more cooperative and willing to learn when you use positive reinforcement and a non-negative tone when pointing out mistakes. As a manager, you must display patience and lead by example.

Please consider this notice the first warning against the use of negative language. We hope you will adopt a more tactical approach to managing employees and realize the rewards of using positive language.

Sincerely,

Human Resources Department

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Warning Letter for Negative Language Use

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