Ten Simple Steps to Writing a Formal Warning Note

Warning Note
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It would help if you first tried to resolve the problem informally or by giving verbal warnings before you sent a formal warning letter. If that fails, there are 10 steps you can follow to write a formal warning letter.

It is essential to give a formal warning to employees who are out of line. This not only formalizes the situation but also protects you, the employer.

Warning Note

You are allowing the employee to change their behavior before it leads to worse consequences.

What’s a Formal Warning?

A formal warning letter is an unsigned notice that will be kept in an employee’s files for future reference. It outlines the employee’s performance concerns and outlines an action plan.

It is not required by law to send an official warning letter or a specified number of formal written warnings before terminating someone.

Fair Work will consider whether the employee was informed of the problem and allowed to change or improve their behavior when deciding on an unfair dismissal case.

Formal Employee Warning Letter

When issuing a formal warning to an employee, there are some steps you need to follow.

  1. Give a Verbal Warning

It would help if you first tried to resolve the problem informally or use verbal warnings before you go into a formal written notice.

In an earlier blog, we described the steps needed for a more informal process. Sometimes, you need to move on to something more serious such as an official warning letter.

  1. Decide Your Tone

Think about the tone and reason for your employee warning letter. Understanding your intentions will help you communicate your message better.

Are you looking to change the behaviour of your employees? Are you documenting the reasons for your employee’s eventual termination?

Tone can have an impact on how employees receive warning letters. Your employee might react negatively to anger or personal bias by withdrawing rather than improving.

  1. Your Warning Letter Should be Structured

When drafting a formal employee warning letter, there are some guidelines that you should follow. While there are many templates online, there are three main components that you should include.

First, be clear about the problem and get to the point with your warning letter. More specificity from you would be beneficial. 

The next step is to determine how the behaviour contrasts with what you expect and to take the appropriate action to fix it.

Finally, it is essential to indicate the consequences for the employee if they need to improve their behaviour.

  1. Set Up a Follow-Up Meeting

It is best to give an employee a warning letter during a meeting. It is essential to inform the employee about the purpose of the meeting so that they can prepare. You also give them a chance to have a support person.

The meeting format should be the same as the formal written warning letters. First, include details about the written warning.

Be as specific as possible when describing the exact issue or details regarding the employee’s performance.

If you are requesting a second meeting or a follow-up meeting on the issue, please outline the dates and locations of those meetings. Also, include details about the conference and the formal warning letter.

  1. Describe Expectations and Performance Improvement Obligations

The employer should then outline the next steps you expect the employee to take.

You can mention goals and targets you have already set in your warning letter, but they must be neutral and easy to measure.

  1. Discuss the Warning with the Employee

Once you have given your employee a written warning, ensure they have understood it. Please allow them to ask questions and schedule a follow-up meeting.

Be aware that they may be emotionally charged, so keep it as factual as possible.

  1. Ask the Employee for his Signature on the Warning Letter

Although it is not mandatory, it confirms that an employee has read and understood the formal warning letters.

You can follow the next steps if they still need to sign.

  1. Keep Everything in Writing

Keep a copy of the warning letter and make notes at the end of each meeting.

These might not always be necessary, but having a reference point in an emergency is always good.

A digital employee management program allows you to digitally record employee interactions and make them available for future reference.

  1. Follow up with the Employee

You should specify when you expect the employee to return to you with a plan of improvement.

Include any assistance you provide to employees to improve their performance and behaviour.

  1. Be Consistent Throughout the Business

It is essential to be consistent throughout the years. This standard must be applied to all employees if you are going to send a formal warning letter about a specific behaviour.