Warning on Failure to Follow Job Description

Warning on Failure to Follow Job Description

Letters Kate

A warning letter for failure to follow the job description is a letter that an employer writes. In this letter, the employer addresses the employee and issues a warning to the employee for not fulfilling the duties and responsibilities properly. 

When an employee shows unprofessionalism and is not performing, the employer will issue this letter. This letter is intended to warn the employee as well as provide a chance for him to improve, before taking any drastic step.

The employee may fail to follow his job description in different ways, for instance:

  • The employee is not fulfilling the tasks that fall under his job description.
  • The employee is attempting to do tasks that are not under his job description and is trying to use the authority that has not been delegated to him, and such acts are affecting other employees or the organization.

To improve their evaluation, the employees often try to help even in the tasks that do not directly fall under their job description. However, this may be unacceptable to the company, especially if it is bringing more problems than good. On the contrary, failing to follow even one’s job description would certainly push the employer to issue a warning letter. Usually, the warning letter is written when the employee is doing less than what comes in his job description.

The information and severity of the warning might vary depending on the employee’s performance level, company policies, and the severity of the situation. Generally, however, the following details are included in such kind of warning letters:

  • Date.
  • Details of the employee.
  • Details of the employer.
  • The issue and its explanation.
  • A specific incident (if any).
  • Reference to the employee’s job description and company priorities.
  • Warning.
  • Consequences of recurrence.
  • Show hope for improvement.
  • Indicate that the company values its employees.
  • Signature.

This letter is a written warning. The employer might also warn the employee orally before sending this letter. However, once this letter is sent, it is recorded in the employee record file and will be used in the employee evaluation. Therefore, an employee should try to avoid getting such letters. 

Sample Letters

#1

We are writing to address an issue regarding your work performance. It has come to our notice that you have not been following your job description. You have been ignoring some of your important responsibilities, including accounts closing and daily data management.

You must take action immediately and start fulfilling all of your job roles. If you have been facing any challenges, you can always reach out and seek guidance from the management. However, future negligence of your work duties may result in disciplinary action.

Thank you for your attention to this matter.

#2

We would like to discuss an important concern about your recent work performance. On the 23rd of June, you failed to complete the scheduled quality control checks. Similarly, you also overlooked the safety checks before starting the XYZ project. We are, therefore, serving you a formal warning through this letter.

It is clearly outlined in your job description that the above-mentioned responsibilities are a part of your job. You are directly accountable if there are any issues with the quality or if the safety protocols are not followed. You must, therefore, perform these responsibilities with the utmost vigilance.

We hope you will not repeat this negligence. Any carelessness in the future will not be acceptable and the management will be compelled to take disciplinary action.

We look forward to an improvement in your performance.

#3

Date

Name
Address

Dear Mr. Ross,

This warning letter is being sent to you for not following your job description properly. 

We have received many complaints from your co-workers regarding your non-fulfillment of duties and responsibilities properly. No warning was sent to you, but you were under observation. After looking at various incidents, we have concluded that you often refuse your co-workers, and even your supervisor, because the task does not come under your job description. 

This warning letter is especially being issued to you after you refused to write the XYZ project appraisal report. It is written in your job description that you are responsible for completing any task related to the project you are associated with. In addition, you are supposed to carry out any job that your supervisor assigns to you. 

This kind of behavior is simply unacceptable. We have decided to issue a warning letter initially. However, if you do not follow your job description appropriately, not only your evaluation would suffer, but you might get terminated as well.

We expect you to improve your behavior, and we hope we do not have to lose you, as, for us, our employees are our assets.

We hope to see better professional behavior and performance.

Regards,

John Thomson.

Warning on Failure to Follow Job Description

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