A warning letter is a document that illustrates a mistake committed by an employee who has disrupted the companies working environment. The letter is drafted to tell the employee that he is at fault and that correction of the same is required. It does not mean that you get the liberty of harming your employee by choosing to write in a harsh tone, it is rather a means of communicating with your employee in a professional manner and tone.
It is the severity of the mistake which helps to demonstrate that rather a simple warning would do the work or you might need to add the clause of termination within the letter itself. Mostly it is not the case. But here it is very important to mention that an employee is not issued a written warning in the very first place. A verbal warning is given before to which if the employee fails to respond in a corrective manner; only then a written warning is issued. The process has to move smoothly.
Warning letters actually help in the settlement of an issue or any differences that might arise with an individual working in an organization in any capacity. Corrective measures are taken at the right time proved to be of much help. Through a warning letter, the employee not only highlights the key mistake of the employee but also tells him to discontinue the same given the consequences of ignoring the instructions once again.
Sample Letter
Mr. Jerry,
COO,
PHARMA PLUS.
Mr. Trod,
Salesperson,
PHARMA PLUS.
Dear Trod,
It has not been late since you had not listened to instructions given to you properly. You do have a previous record of not following the given instructions properly and doing work as you wish to do. The last time when we had to dispatch medicines to our related pharmacies under your supervision, you had deliberately canceled deliveries to three of our main stores, reasoning that we did not have enough stock when actually it was not the reason. This has cost the company a lot.
You had tried to deteriorate our relationship with our three key stores who add up to our sales with a huge amount. Upon investigating we came to know that on that particular day you wished to go home early. Trod this attitude of yours is not tolerable.
You have fulfilled your duties in due time and had always been responsible for work. But this time you had not only fulfilled your duty but also you had nit followed the due instructions given to you by your supervisor. This is certainly not acceptable behavior. Trod you need to follow your supervisor’s instructions very carefully as any further intentional refusal to follow instructions by you will not be tolerated at any cost.
Through this letter, I intend to warn you of your behavior and expect that you follow the given instructions rather than refusing to follow them otherwise strict action will be taken against you. I hope to hear positive from you.
Yours Sincerely,
Mr. Jerry,
COO,
PHARMA PLUS.
