A warning letter is a formal letter written by an employer to an employee to warn them. An employee is always expected to work according to the company’s demands. Any organisation can succeed only if all its employees work to their full potential and perform well.
Performance is associated with different aspects of a job. When someone talks about performance, other factors are involved. Performance is critical for an organisation.
The performance of employees can help the organisation reach its targets. In other words, the performance of the employees measures a company’s success level.
Every organisation monitors employees’ performance, so the company sends them a warning letter when they commit a mistake. The purpose of the warning letter is to let the employee know that they must amend some of their actions.
A warning letter is an official document that must be written with great care. Drafting must be done carefully, as violating legal terms can create many problems for the company.
The warning letter should not use harsh words that can hurt the employee’s feelings. The purpose of writing this letter is not to insult the employee but to make him aware of his performance, which is not up to the mark.
The tone of the letter should not be too light or casual. A letter written in a light tone will not let the employee feel the seriousness of the matter. The letter should start with a brief description of the employee’s performance that the company does not like.
It should state that this is a warning letter. A professionally written warning letter is the best document for bringing your employee back on track.
Sample Letters
#1
This letter is a warning for your poor performance. As you know, this is the time of year when we conduct performance appraisals for all our employees. You have been one of our oldest employees, and we have a lot of expectations from you. In the past few months, your performance has not been on par. Your manager has also discussed it with me before. We wanted to give you more time to improve before issuing an official warning. Unfortunately, no improvement has been observed.
Please take this letter as a warning. We look forward to improving performance from your end.
File: Word (.docx) and iPad
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#2
This letter is a warning for your poor performance in the last quarter. We have been setting targets for the sales team to achieve in the following quarters. Before setting these targets, the employees have always had a mutual discussion to ensure they can contribute and that the targets seem achievable. Not only did you not achieve even half of your targets, but we also did not receive the report from your end. We have also given you a verbal warning before.
Please consider this a final warning and work on improving your performance in the future.
File: Word (.docx) and iPad
Size 17 KB
Poor quality work
This letter is issued as a final warning due to the continued poor quality of your work. Despite several verbal warnings, you have failed to show improvement.
Your recent work on the ABC report displayed sheer carelessness and a lack of hard work. In particular, your calculations were erroneous, and the content was poorly formatted. Moreover, your overall work was not well-researched. These issues are unacceptable and require your immediate attention.
As per the company’s policy, this is the last warning before a demotion or termination is considered. Please be notified that your performance will be re-evaluated in two weeks. You are expected to significantly improve your work and performance.
We urge you to take immediate corrective action.
Low productivity
I want to take a moment to address your overall productivity at work during the last quarter. As your manager, I have observed that your productivity graph has significantly declined. In particular, you have consistently failed to complete tasks over the past few months.
You have not shown any significant achievement between February and May. On the other hand, your work efficiency has declined despite several warnings. This negatively affects our team’s overall work productivity. Therefore, I strictly advise you to enhance your focus, improve your efficiency and produce better results immediately.
Please be notified that this is your final chance to improve your performance. If I do not see immediate and consistent improvement by June 10th, I will have no choice but to take further disciplinary action.
Looking forward to immediate improvement.
Excessive absenteeism
This letter serves as an official warning due to a repeated violation of the company’s attendance policy. Our records show you were absent fourteen working days between February 10 and April 5. All of these leaves were taken without prior approval.
Your frequent absenteeism shows a lack of discipline and negatively affects our workflow. It also breaches your employment contract, clearly stating that you cannot take leave without formal approval. You must also submit relevant documents, such as medical certificates or doctor’s notes, for leave approval.
We strictly advise you to maintain regular attendance with immediate effect. If you fail to do so, the company will proceed with appropriate disciplinary action.
Tardiness
This letter is a formal warning regarding your repeated failure to arrive on time. As per the attendance log, you reported late on 17 days during the entire month of February. This shows your lack of discipline.
According to the company’s policy, three or more late arrivals within a month qualify as a violation of our punctuality standards, leading to a salary deduction. You must arrive at your desk no later than 9:15 AM every day. In case of a genuine issue causing a delay in your arrival, you must immediately inform your team manager.
Please consider this letter your first written warning. Continued tardiness will result in strict disciplinary action. We trust that you will take this matter seriously and observe punctuality in future.
Failure to meet goals or targets
We are writing to express our concern regarding your continuous failure to meet your sales targets during the last 5 months. Your performance during this period has been below expectations.
Despite our support and training sessions, your performance graph has been declining. As a result, you are hereby issued a written warning. If there is no substantial improvement in your next evaluation cycle, we will be compelled to reconsider your current role within the company.
Please don’t hesitate to reach out if you wish to seek further guidance and support to meet your targets.
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