Warning Letter to Employee for Lack of Responsibility

Warning Letter to Employee for Lack of Responsibility

Letters Kate

A human resource manager or supervisor issues a warning letter when an employee fails to meet the expected outcomes outlined in his/her job description. The letter highlights the urgency and seriousness of the situation.

Before writing the formal letter, the manager or the supervisor ensures that the employee has been consulted and given prior verbal warnings. They also ensure that the employee is well aware of his/her performance matrix, evaluation criteria, and the negative or positive impacts of his/her performance on the overall organization’s goals.

There might arise cases at a workplace which make it a need of the hour to issue a warning letter to an employee, the cases may include poor performance, lack of responsibility, or misconduct. As a result of negligence in the assigned responsibilities, the employee becomes inefficient, starts procrastinating, misses deadlines, avoids taking the lead, and holds himself/herself accountable, thereby negatively impacting his/her performance.

Lack of responsibility is a leading cause of poor performance and depends on various factors, such as:

  • Lack of interest in the work assigned
  • Fear of taking a risk and bringing in innovation
    and creativity
  • Failure to understand a complex set of problems  and find a resolve

A warning letter for the aforementioned reason should be written so that the employee receiving it gets a clear message of how serious the issue is and how the company would proceed if similar negligence is repeated. The tone of the letter should be formal and firm yet polite so that the employee may reach out to management for assistance if required.

Letter Sample

Date
Name of Employee and designation
Address

Dear Mr. Employee,

This letter serves as an official warning by the management of XYZ for your negligence regarding the responsibilities assigned to you. For the past few months, you have been frequently missing deadlines and arriving late to the office without prior notice.

The management wants to draw your attention to a few discussions that were held with you earlier in this regard;

  • The front desk officer shared with you a complete record of your late arrivals for the last two months, and the HR manager sent an official email to you and your supervisor about the same matter. The email mentioned that disciplinary action would be taken if the same issue prevailed in the next quarter. You acknowledged the warning and committed to being careful in the future.
  • As per your department head, you have failed to turn in monthly reports on time for the last two months. Despite your supervisor and manager’s verbal and informal warnings, similar action has been observed for this month.

However, having reviewed your previous record of serving the organization to the best of your abilities, the management has decided to monitor and reassess your performance till next month. Furthermore, you are required to share the delayed report by tomorrow.

The management reserves the right to terminate your contract if any improvement is not observed. Therefore, you are advised to improve your performance and meet the management’s expectations to the best of your abilities.

If you need any assistance or want to communicate the reasons for your negligence, kindly reach out to me or your supervisor. We would be more than willing to help.

Sincerely,

HR Manager Name


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