Warning letters are one of the key elements necessary for resolving an issue when verbal warnings fail to achieve the desired results. A warning letter is an official document which is drafted when an individual disrupts the company’s code of conduct. Warning letters does not mean threatening the individual at fault by choosing harsh words. They should be told of their fault but in a professional manner and tone.
The sole purpose of writing a warning letter is to tell the addresses of the letter that his/her actions have disrupted the company’s policies and that continuation of the same would lead to serious action taken against him/her by the organization. It depends upon the nature of the mistake that you as a boss add the word of termination in the letter if the mistake committed is so serious that it cannot be ignored any further and termination would seem the best possible reason for not letting it happen again.
In the opening paragraph, the addresser tells the addressee of his mistake and tells them how their behavior has affected the smooth running of the organization. The addressee is further told that his behavior will not be tolerated in the future. The letter moves further by describing some good traits of the addressee. He is praised for his good efforts.
Lastly, the addressee is warned to stop his actions and that any further negative move by him will cause him to undergo serious problems. Ending the letter in a positive note is essential as it brings fruitful results.
Sample letter
Mr. Green,
COO,
AML Furniture.
Mr. Terry,
Manager,
AML Furniture.
Dear Terry,
Your frank nature is not something new to us. You have at many events depicted your frankness in front of us but Terry this time it has been a very awkward move by you. I had personally warned you many times that your talk reflects frankness of your nature but your body language should not be a part of it.
Last week you have had a close association with Miss Jenny and during your conversation, you had touched her innumerable time which has certainly displeased her. The following week when the two of you were again having a discussion you had once again irritated her by your touch. Terry this is something the organization would certainly disapprove of. Your unwelcoming physical contact with a colleague will not be tolerated at any cost.
Terry over the years we have worked with you in a healthy environment. You had made us enjoy our work much more but there are certain limitations that are imposed upon every individual working in the organization to which we expect all of you to abide by. Your physical contact with Miss Jenny without her consent has become a matter of serious concern for us. We will not tolerate this anymore. I intend to warn you though this letter to stop doing this any further.
You need to respect other person’s limits as you expect yours to be respected by others. I expect to see a positive change in you.
Yours Sincerely,
Mr. Green,
COO,
AML Furniture.
