An employee warning notice is a document which is mainly used in organizations by business management or HR departments in the process of disciplining employees. Such a document would include an outline of the type of warning the employee is to receive as well as other relevant information.
In any organization, a filled up employee warning notice template would be used to inform any employees who have committed an error or any kind of misconduct about it and it would also contain information about the consequences of the said mistake or misconduct. When you are making an initial draft of such a notice, it would be essential to make use of a proper format as this is an official document in the organization. Having a good format would also help in conveying the seriousness of your message to the person who is receiving it.
Along with this warning, you should already have proper policies and procedures in place which would be part of the whole employee discipline process. This is important so that the right people would know how to handle the said document and when it is to be issued.
Typically, employers would want to have a written record or documentation whenever any kind of misconduct happens in an office or organization, to protect both employee and employer. Having a concrete employee warning notice is important as the original document would be handed to the employee involved and a copy of it would be kept in his/her file for reference and documentation.
Having this kind of document would also be helpful as it would keep all parties involved and it would reduce the confusion on the side of the employer and the employee as well. This article talks about everything there is to know about this kind of document to help you and guide you in your own organization.
Downloadable Templates:
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It is very important to give out an employee warning notice before executing any corrective actions against the employee. This is so that the employee is well informed and the employer would be going through the right disciplinary procedures. Here are some important reasons why you should have such a document:
As you can see, it’s really very important to give out such warnings or notices, for different reasons. To help you out further, let’s take a look at the different kinds of misconduct or offenses which may warrant such a warning.
Filling up employee warning notice templates and giving them to employees would just be one step in the whole process. Prior to that, you’d have to come up with the different actions or offenses which would need such a document. Here are some examples of those misconduct or offenses, you may use all of these or come up with your own list in your organization.
These are the most common offenses which usually warrant an employee warning notice. Most of them may apply to your organization while some might not and you can just omit them. Either way, you should come up with your own list and place them at the handbook or in a memo so that all your employees are informed and will expect a warning or a notice if they happen to commit them.
When you are planning to give an employee warning notice to one of your employees, you should know exactly when and how to do it. Here are some helpful guidelines for you to help you out when you encounter an employee who performs any kind of misconduct in the organization.
Decide when it’s time to give a warning to an employee. There is usually a process when incidents happen in the office. Typically verbal warnings are given first before written warnings or notices are handed to an employee.
In following this process, you will help your employee understand the gravity of the situation from the very first time the offense is committed. The usual process is as follows:
Follow the policies and procedures of your organization in terms of disciplining employees. Make sure you are within the procedures and if you’re not sure, consult with your HR department or someone with a higher position that you. This is to ensure that you’re doing the right thing by giving a warning or notice to an employee.
Before you even start to write the warning or will up the template, collect all the information you can about the incident and the employee. In doing this, you would know exactly what happened and exactly what the employee did. Some relevant details would include (but are not limited to):
Have your own conversation with the employee in question. Doing this would allow you to gain a better understanding of what had transpired, from other sources and from the person who had actually committed the offense. In having a conversation with the employee, you would also be able to gauge whether you would be issuing an actually written warning or just giving a verbal one.
Consider whether it is actually your duty to write and/or issue the warning to the employee. More frequently in larger organizations, it may not be clear who should be writing or issuing the warning, especially in cases when the employee has more than one supervisor, officer or manager. Check the company policy to see who exactly should be handing out the notice.
Usually, the direct supervisor will have the task but there may be cases when the decision to issue such a document would be made in a group meeting.
If you’ve established that you will be writing the notice, then be sure to include all the relevant information. You would either have to write the information on a form or come up with a warning yourself, just be sure to write down the following:
Be very specific in writing the details of the warning. Doing this would ensure that all the information which is passed around is accurate and all the people who will be reading the notice is well informed.
All your statements have to be clear so that nothing will be interpreted in the wrong way. From the incident to the corrective actions to the consequences, everything should be stated clearly and well.
Make sure to issue the warning to the employee personally. Set a private meeting with the employee in question at the soonest possible time. When you do meet with the employee, talk about the offense and the consequences but also try to give positive feedback as well.
Giving positive feedback would have a good effect on the employee and may even encourage him/her to take immediate action in terms of correcting the mistake and becoming a more productive member of the workforce. Having such a meeting which is just focused on the offense might not be very productive as your employee might end up feeling really bad at the end of the meeting.
Before ending the meeting, make sure that the employee has understood everything which was written on the warning and everything you have spoken about during the meeting. It would be pointless to issue the warning and have the meeting only to realize that the employee didn’t actually understand everything fully and would most likely commit the offense again.
There you have it! Now that you’re armed with some good tips to guide you, you can start writing an effective employee warning notice and issue it to the right employee. Now let’s move on to actually making the notice.
To be able to make a good employee warning notice form or template, you’d have to include some very important elements. You can either search online for templates and either use or edit them or make your own from scratch and fit it into your own organization’s style. It’s all up to you. To guide you, we’ve come up with some useful steps and tips in making such a template.
Open the software of your choice and set the page size and margins. Also set the font style and size, keeping in mind that this is an official document. So it would be a good idea to use more formal fonts rather than fun or cursive fonts which might be harder to understand.
These are steps and tips for a template with 3 sections. Again, you can follow this template or revise it if you think that some of the sections aren’t applicable to your own organization.
And finally, place a space for the name and signature of the employer as well as the date he/she signed the document. All these would make for an effective employee warning notice template.
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