Business Communication Presentation

Writing Warning Letters

Presented By
Group 07
SABA SARDAR
IRFANA NOOR
SUNILA HAMDANI
What is Warning Letter?

• A warning letter is a formal

document issued by an employer, a
supervisor, or someone in authority
to an employee or an individual to
address a specific concern or
misconduct.

• Warning letters serve as a formal

way to document issues in the
workplace or other settings.
 It Outlines
 Problems

 It Provides
 Details about what
behavior or actions are
unacceptable

 It Includes
 Steps for improvement
 Corrective Measures
Warning Letters cover matters
Such as:

• Poor Performance
• Attendance issues
• Violation of company policies
• Inappropriate behavior
• Any other actions that go against the established rules or
expectations.
Benefits
• The main benefit of a warning letter is that it affords the greatest
opportunity to recover from many potential losses.
i. Shows good management
ii. Creates boundaries
iii. Establishes authority
iv. Shows that employer care
v. Allows employer to connect with employees on important work-
related matters
What to Include in Writing Warning Letters

• To optimize the letter, a logical and sequential flow is the best. It is

important to incorporate the following elements into any employee
warning letter:

 Date the letter is being issued.

 Employee reference details (such as their name, address and employee
number).
 Letter heading confirming the letter is in fact a warning letter (final
warnings should be noted as such).
 Precise details of the employee’s misconduct or poor performance.
 Your findings on the misconduct or poor performance, justifying
the sanction of the warning letter.
 Clarity of future behavioral expectations in terms of standards and
requirements or reinforcement of rules to be followed.
 Signatures of management and the employee, plus any witnesses.
Approaches to write Warning Letters
o Clear Description of the Issue
o Reference to Previous Interactions
o Expectations for Improvement
o Timeframe for Correction
o Outline of Consequences
o An Offer of Support / Offer Solutions
o A Call to Action
o Encourage Open-ended Communication
Practice writing warning letters

i. Understand the Situation

ii. Be Specific
iii. Use Formal Language
iv. Include Relevant Policies
v. Provide Consequences
vi. Encourage Improvement
vii. Document the Date and Time
viii. Review and Revise:
ix. Get Feedback
x. Practice Regularly
Scenarios Writing warning letters

i. Performance Issues
ii. Attendance Problems
iii. Behavioral Concerns
iv. Policy Violations
v. Quality of Work
vi. Ethical Concerns
vii. Safety Violations