Letter Giving Employee Notice
Notice to Give Written Warning/Final Written Warning
This document can be used as a template for the investigator / HR department to give written warnings / final warnings to the employee. It sets out the nature of the misconduct, the expected improvement and the consequences of insufficient improvement.
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Document Description
The document titled 'Letter Giving Employee Notice' is an important document that serves as a written warning or final written warning to an employee regarding their unsatisfactory conduct or performance. The purpose of this document is to inform the employee about the warning and the consequences of further misconduct or insufficient improvement.
The entire document consists of a letter addressed to the employee. It starts with the account first name and last name, followed by the account job address in a single line. The current date is mentioned after the address. The letter begins with a salutation, 'Dear Sir/Madam,' which is followed by the main content.
In the main content of the letter, the following information is provided:
a) The nature of the unsatisfactory conduct or performance: This section describes the specific behavior or performance issue that led to the warning.
b) The conduct or performance improvement expected: This section outlines the specific improvements that the employee is expected to make in order to rectify the issue.
c) The timescale within which the improvement is required: This section specifies the deadline or timeframe within which the employee must demonstrate the expected improvement.
d) The likely consequence of further misconduct or insufficient improvement: This section explains the potential consequences that the employee may face if they fail to improve or engage in further misconduct.
The letter concludes with a statement informing the employee about their right to appeal the decision. It states that they can submit a written appeal within a specific time limit after receiving the disciplinary decision.
Overall, this document is crucial in communicating the seriousness of the employee's conduct or performance issues and serves as a formal record of the warning.
Each section of the document provides specific details related to the warning, including the nature of the conduct or performance issue, the expected improvement, the required timescale, and the potential consequences of non-compliance.
How to use this document?
Guidance for using the 'Letter Giving Employee Notice' document:
1. Begin by filling in the employee's account first name and last name, as well as their job address in a single line.
2. Enter the current date in the designated space.
3. Address the employee with a salutation such as 'Dear Sir/Madam'.
4. In the main content of the letter:
a) Clearly state the nature of the unsatisfactory conduct or performance, providing specific details.
b) Describe the conduct or performance improvement expected from the employee, specifying the desired changes.
c) Specify the timescale within which the improvement is required, setting a clear deadline.
d) Explain the likely consequence of further misconduct or insufficient improvement, emphasizing the potential repercussions.
5. Conclude the letter by informing the employee about their right to appeal the decision. Provide instructions for submitting a written appeal within a specific time limit.
6. Review the completed letter for accuracy and clarity.
7. Print the letter on company letterhead or use an official company stamp, if applicable.
8. Sign the letter with the appropriate authority's name and position.
9. Deliver the letter to the employee in person or send it via certified mail to ensure receipt.
10. Keep a copy of the letter for the company's records.
By following these steps, you can effectively use the 'Letter Giving Employee Notice' document to communicate a written warning or final written warning to an employee and ensure that the necessary information is conveyed clearly and professionally.
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