A warning letter is a formal document issued by an employer to an employee under the HR process for misconduct, misbehaviour or poor performance. The letter also helps in setting expectations for future behaviour. It is a formal communication mechanism that allows HR managers to take control of the situation and take necessary actions that follow the Company Policy. When verbal communication between an employee and their supervisor or HR Manager does not lead to the desired changes, a written warning letter helps in highlighting the situation and recording the gaps.
The following points are considered before writing a warning letter to an employee:
- Clearly identify the conduct issue
- Consult the employee
- Prepare a letter of warning
- Issue the warning letter to the employee