Warning Letter: Discipline Issue
Date: <The date when the letter was generated>
Name: <Full Name of employee>
Address: <Address of office location>
Re: Warning for Disciplinary Incident
Dear <First name of the Employee>,
This letter is to serve an official warning to you for the incident that
happened on <Date of Incident>. We were informed about <Describe in
brief the Incident>. This kind of misconduct is not expected in the
workplace and is against Company Policy <mention the name of policy,
page number, section no, para number, or serial number in the company
policy document>.
Our policy and guidelines are designed with a goal to make the work
environment and company culture open and safe for all employees at all
levels. We expect every employee to respect and follow these guidelines
in order to encourage a collaborative and performance oriented work
culture.
Since you have been found to be violating the rules, we are hereby
putting you on a warning period <Mention the duration of warning
Period>. During this period, your behavior will be monitored.
Any re-occurrence of the violation will ensure strict action against you
that may be followed by
(a) Suspension without pay or
(b) Termination without prior notice.
We continue to believe that you are a valuable part of our organization
and expect you to show immediate improvements. Looking forward to
seeing positive outcomes of this discussion.
If you need my assistance or have queries, please feel free to reach out to
me anytime. You are requested to sign a copy of this letter to indicate
your acknowledgement of the discussion.
Sincerely,
<Your Name> <Employee Name>
<Title> <Employee Title and Department>
<Date> <Date>
<Signature> <Employee Signature>
<Any notes and follow up action>
Warning Letter: Performance Issues
Note: This employee warning letter documents issues related to employee
performance and is a formal mechanism to indicate that the employee
needs to achieve their goals, or they may face termination.
Date: <The date when the letter was generated>
Name: <Full Name of employee>
Address: <Address of office location>
Re: Warning for Poor Work Performance
Dear <First name of the Employee>,
This letter serves a written warning to you for not meeting your
objectives as outlined in your <Appointment Letter / Job Description /
Prior performance appraisal / Goals as agreed between you and your
supervisor>.
This letter confirms our discussion held on <date> regarding your below-
par performance.
As intimated by <the management / your supervisor>, we are putting you
on a Corrective Action Plan commencing from < mention date>. This
plan is being introduced to bring your performance up to an acceptable
standard, considering your capabilities and requirements of your job role.
Each member in our company is expected to contribute to the best of their
abilities and meet the objectives laid out in their job role. Hence, we
would like you to immediately improve your performance and meet
expectations of your supervisor and company management.
We believe that you have the potential to be a meaningful contributor and
would like you to work with commitment and resolve.
If you need of my assistance or have queries, please feel free to reach out
to me anytime. You are requested to sign a copy of this letter to indicate
your acknowledgement of the discussion and also document specific
outcomes in the notes section below
Sincerely,
<Your Name> <Employee Name>
<Title> <Employee Title and Department>
<Date> <Date>
<Signature> <Employee Signature>
<Any notes and follow up action>
Warning Letter: Frequent absence
Note: This warning letter to employee is to be issued in cases where
employees are frequently absent or do not follow their time schedules.
Date: <The date when the letter was generated>
Name: <Full Name of employee>
Address: <Address of office location>
Re: Warning for Irregular Attendance
Dear <First name of the Employee>,
This letter is to serve a written warning to you for being irregular at work
in <specify period>. We have observed the following issues. <Remove
the non-applicable items>
– You are taking too many leaves without prior approval of your
supervisor
– You are late at work or often leave prior to the close of office hours
– You do not spend required hours in office
– You do not conform to your shift timings
It has come to my knowledge that your supervisor has already discussed
this with you multiple times but there are no improvement seen so far.
Please consider this letter as an official warning from the management of
our company.
Office is a place where your presence matters. Every employee (including
you) has work targets and responsibilities and unexpected absence of any
team member hampers the productivity and eventual outcomes that
everyone is working for. Irregular attendance also affects the team morale
and company discipline.
We are putting you on a warning period of <specify duration> and your
attendance will be observed closely. If you continue to violate these
policies and do not show changes in your behavior, the company reserves
the right to terminate your employment without any further notice.
If you need of my assistance or have queries, please feel free to reach out
to me anytime. You are requested to sign a copy of this letter to indicate
your acknowledgement of the discussion and also document specific
outcomes in the notes section below
Sincerely,
<Your Name> <Employee Name>
<Title> <Employee Title and Department>
<Date> <Date>
<Signature> <Employee Signature>
<Any notes and follow up action>
SHOW CAUSE NOTICE
Ref: HO/HR/Notice-2008
December 3, 2008
To,
Mr. NAME
Designation:
Department:.
It has been reported against you as under:
On 3rd December 2008 we found you absent or on leave without
approval; and also you were avoiding the communication on official
cell phone for which you were also warned before for same mis-
conduct. The act alleged to have been committed by you amount to
misconduct.
Accordingly, you are hereby called upon to submit your written
explanation and show cause why disciplinary action should not be
taken against you.
Your explanation must reach the undersigned within 48 hours.
Should you fail to submit your explanation required, the matter will
be disposed of without any further reference to you.
AUTHORISED SIGNATORY
Copy to: MD, Chairman, Dept. Head.
Date: _______
To
Mr. /Ms. _______________
Following are the charges against you:
After observing you for a long period of time we found that you are in habit of
absenting yourself from the duties without any prior information and leave
sanction. Your absenteeism has increased a lot from last one year.
Month Dates No. of Days of Unauthorized Absence
XXX XX X XXX
XXX XXX XXX
You have been advised many times to improve your attendance and not to
indulge in absenteeism. But despite this advises and assurance given to you,
you have not shown any improvement in your behavior.
We also observed that you are habitual of absenteeism, which affects the
work of the company. You need to give an explanation for the misconduct
within three working days. In case we do not receive any explanation from you
in the given time period the management is free to take any action as desired.
For_______________________
(Authorized Signatory)
Suspension
A letter of suspension from employment is a formal notice that an
employee is not to attend work for the period specified in the letter.
Important components of a suspension letter include the specific
reason for the suspension, the duration of the suspension, and
whether the employee will still be paid their normal wage while they
are on suspension.
DDMMYYYY
Name of the employee
Address
RE: Suspension Order
This letter is to inform you that as a result of your actions on ------------Date), you
have been issued a suspension for 1 week (7 days).
On ---------(Date), you violated multiple sections of the Employee Standards code
every employee is expected to follow. This has not been the first time you have done
this either. There are recorded incidents on ----------(Date) and ------------(Date) of
similar infractions.
You will not receive pay while you are on suspension.
You are expected to return to work on -----------(Date).
If you have any questions, please contact me. You are expected to vacate the premises
immediately.
Thoughtfully,
For_______________________
(Authorized Signatory)
A termination letter notifies an employee that he or she has been fired,
lists the next steps they need to take and explains the benefits or
compensation they are due to receive. Termination letters are also
called a pink slip, letter of termination, contract termination letter,
letter of separation, and notice of termination of employment.
Employee Termination Letter Sample Template:
[Date Letter is drafted]
[Employee Name],
This letter is to inform you that your employment with [company name]
will end as of [date termination is effective].
You have been terminated for the following reason(s):
[List factual reasons for termination].
This decision is not reversible.
You will receive: [List compensation they will receive, including pay for
unused leave, severance pay, salary owed, etc].
Your health care benefits will [explanation of what will happen with their
benefits].
You are requested to return [list all company property to be returned].
Also, please keep in mind that you have signed [list any agreements
employee has signed, such as a confidentiality policy or a nonsolicitation
agreement].
If you have questions about policies you have signed, your compensation,
benefits, or returning company property, please contact [contact name,
typically someone from HR, with contact info].
Sincerely,
[Name of person handling termination]
Sample Termination letter without Cause (staff reduction).
Sept. 1, 2020
Mr. Peters,
This letter of termination of employment is to inform you that your
employment with Pied Piper, Inc. will end as of Sepetember 29, 2020.
This decision is final and will not be modified.
You have been terminated for the following reasons:
Recent economic conditions have caused a significant downturn in sales,
necessitating a 20 percent workforce reduction at Pied Piper.
Unfortunately, your position is part of this reduction and has been
eliminated.
You will receive your final paycheck after your last day, as well as
payment for remaining leave. You will also receive a $15,000 severance
payment provided the attached release of claims document is signed and
returned.
Your health care benefits will remain in effect for 180 days after your
termination takes effect.
You are requested to return the company vehicle, key card, and phone on
your last day of employment.
Also, please keep in mind that you have signed a number of agreements
which prohibit you from divulging confidential information. Please
review the attached copies.
If you have questions about this letter please contact XYZ at Mobile No.
Yours,
Authorized Signatory
Severance pay is pay provided to employees after they’re removed from a position,
or after employment is “severed.” Severance pay is generally provided in cases
where an employee is let go from a position due to situations like downsizing or job
elimination, rather than voluntary job termination on the part of the employee.
Severance pay can be provided to employees all at once or over time.
2. Sample Termination Letter for Cause (attendance).
Oct. 29, 2019
Mr. Peters,
This separation letter is to inform you that your employment with Acme
Internet Inc. will end as of October 29, 2019. This decision is not
reversible.
We decided to terminate your employment for these reasons:
On September 29, 2019, you were absent from work without leave. At
that time, you were given a formal written warning that your absence
violated company policy.
On October 18, 2019, you were again absent from work, without leave.
At that time you were given a second warning and informed that a third
case within a year would result in your termination.
On October 28, 2019, you were absent from work without leave a third
time, resulting in your termination.
Included with this letter of employment termination is your final
paycheck.
Your health care benefits will remain in effect for 60 days.
You are requested to return any company property such as laptops, keys,
and books before the end of the day.
Also, please keep in mind that you have signed a non-solicitation
agreement. Please review the attached copy.
If you have questions about compensation, benefits, company property or
policies you have signed, please contact XYZ at Contact Details.
Yours,
Authorized Signatory
