What To Avoid In An Employee Warning Letter

22 Sep

Employee Warning LetterHave you ever had a troublesome worker who ignored company rules, or who brushed off repeated verbal warnings from supervisors?

There are plenty of reasons that employee behavior may merit a written warning, and incidents have to be analyzed on a case-by-case basis. However, here are a few of the things that should never make it into a warning letter.

Avoid overly negative phrases, as being barraged with hostile words may put the worker on the defensive, preventing any chance of implementing a positive turnaround in habits.

Don’t give a laundry list of misdeeds without making suggestions for improvement. A letter is meant to prevent termination, so try to keep the language as constructive as possible.

Be sure to place a copy of the letter in an employee file, or if your company uses a human resources management system (HRMS), save it to their profile as it’s important to keep a detailed record of all verbal and written disciplinary action taken against an employee. Doing so can protect the company from litigation later.

Do you think letters are an effective method for reversing employees’ bad behavior?

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  1. How an HRMS Can Help Human Resources During An Investigation | Employer Solutions Blog - September 26, 2011

    [...] recent human resource-related lawsuits have landed employers in the defendant’s chair, but information like employee warning letters that you store in your human resource management system could be the difference between a favorable ruling and heavy legal [...]

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