How To Know When to Give an Employee a Written Warning
If you run a business with employees under your leadership, you may have to issue a written warning.A written warning is an official notice that an employee has broken company policy.When and how long the warning is in effect will be cited.Although it is unpleasant, issuing a written warning can help maintain order within the company and give the employee a chance to correct their actions.
Step 1: Follow the warnings.
Following a certain progression, warnings are usually issued to an employee.By sticking to the progression you can help the employee understand how serious the issue is and what level of discipline they are currently receiving.If it is time for a written warning, look at the following progression of warnings.
Step 2: Follow the code.
You should consult your organization's code of conduct before issuing a written warning to an employee.The code should agree with your decision to issue a warning.You should match the severity of the issue to the code your organization uses.Some issues may be a first time occurrence for that employee.A simple verbal warning may be required.Other issues may need a written warning, instead of the verbal warning.They could include theft or threats of violence.
Step 3: Information about the issue should be gathered.
Before you create a written warning, you need to collect all the relevant information about the employee and the issue at hand.If you collect this information, you can judge if the written warning is appropriate as well as write a detailed and effective warning.You can learn the times and dates of employee transgressions.Mention any conversations or warnings about this issue.Take old documents which the employee signed, documenting their acceptance to company terms and showing their violation of them.
Step 4: Talk to the employee.
Before issuing a written warning, you will want to speak with the employee in question.If the next step is to issue a written warning to the employee, this meeting will allow you to better understand the situation.The conversation may show that the issue was a misunderstanding.Should it be necessary, you may be able to collect more information and issue a written warning.
Step 5: Do you have to issue or write the warning?
It's not clear who should deliver the written warning in larger organizations if the employee has more than one supervisor.Make sure that the company policy is that you are required to warn the employee.The supervisor will issue the letter.The written warning may be decided by a group meeting.
Step 6: The information should be included.
There are some elements that you will want to include in your written warning.The names of any parties involved should be included in the written warning.The nature of the offense.The offense happened on a certain date and time.There are details of the warning and time period.Instructions for the employee to fix the situation.The consequences of this infraction as well as future issues.
Step 7: It's possible to be as specific as possible.
You will need to be specific and detailed in your warning.Including clear and concise details in your warning will help convey the exact issue at hand and allow your employee to better make corrections and avoid further offenses in the future.The issue at hand should be described in clear statements.You were involved in a physical altercation with another employee on June 23rd.If the employee's behavior is not corrected, warnings should be made.We will only issue one final warning if another infraction occurs.
Step 8: The written warning should be delivered in person.
You will not be sending the warning through company mail or email.During a private meeting with an employee, a written warning will need to be delivered.This will allow for a clear communication between the two parties.The meeting should be made for the earliest date available.Positive feedback should be given as well.Don't focus on the negative during the meeting.
Step 9: Make sure the employee is aware of the warning.
You will want to make sure that the employee understands the warning after you have written it.Discuss the terms of the warning, duration, why they are receiving it, and how they can correct their course of action in the future.There is a place for signatures in most written warnings.If you want your employee to understand and agree with the warning, have them sign it.The employee has the right to dispute the claim.They should have the right to question the warning.