How to Write a Warning Letter
July 10, 2011
Dear Mr. Tanner Cole:
You are being issued a warning letter for poor performance during your probationary period, which began on June 2, 2011, and extends through September 2, 2011. As a reminder the probationary period is a time for both you and this Company to determine if the position meets both parties’ expectations. Also, as a reminder your employment with this Company is considered “At-Will.” An “At-Will” employment relationship means that either you or the Company may end the employee/employer relationship for any reason, or no reason at all. continued below...
Mr. Tanner you were hired to perform the position of bookkeeper. Prior to being offered the position your references and experience listed on your resume indicated you had the ability to perform the primary duties required for this position. However, after your initial training and orientation you are still experiencing difficulty in some of the most basic functions of this position.
Specifically, your ability to work with our software as it relates to accounts receivable and producing basic invoices is not meeting the minimum requirements for this position.
You will be given additional training directly from Mr. Thomas, our Company Accountant, beginning immediately for the next five days.
Mr. Tanner, should your performance following this additional training not improve so that you can meet the minimum requirement for this position your employment may be terminated.
My signature indicates that the above information has been discussed with me.
January 5, 2011
Mr. Davidson, you are not producing the minimum number of widgets required daily as a widget machine operator. The new widget machine was installed on November 15, 2010, at which time you received the initial training. Because you were not able to meet the minimum required widgets immediately following that training you were provided additional training on December 19, 2010.
Mr. Davidson, you will be provided additional training again beginning on January 6, 2011. Should you not be able to produce the minimum required widgets daily following this training your employment with this Company may be terminated if we are unable to relocate you to another position better suited for your skills.
Although this Company recognizes and maintains an “employee-At-Will” employment relationship with each and every employee, it also provides for a probationary period of ninety days (90). Because we maintain an “Employee-At-Will” employment relationship an employee or the employer may end the employment relationship at any time with or without a reason.
During this ninety day (90) probationary period your performance and conduct will be closely observed in order for the Company to make a final employment decision to retain your past the probationary period. At any time during the probationary period the Company may notify you that your employment with the Company is terminated.
Following the probationary period you will become eligible for any Company benefits being offer; however, you will remain an “Employee-At-Will”. Any Company benefits being offered will be discussed with you in detail at that time.
This Company understands and recognizes that its success totally depends on the outstanding employees that are a part of this organization. Therefore, it also recognizes that in order to maintain its success and remain competitive those employees must be fully competent in the areas of their expertise.
Employees are expected to maintain their competence through attending Company sponsored training or depending on their professional discipline attend training on their own with or without Company reimbursement or compensatory time off.
This Company will continually monitor the competence of its employee staff through many forms, such as, observation, quality checks, productivity checks, testing, etc. In the event a fully trained employee is found to be “Not Competent” additional training will be provided if possible. If it is determined that the employee can’t meet the “Fully Competent” level, consideration will be given to transferring the employee to another position they can be successful in, provided there are other open positions available. If the employee is transferred to another position they will receive the prevailing wage for that position regardless of their previous wage rate. In the event another position is not available the employee may be terminated.
June 8, 2010
Dear Ms. Helen Nettleton:
You are being provided this letter of concern for your performance as a Call Center Operator.
As a Call Center Operator you have the responsibility of providing accurate information to each and every caller after the caller has clearly verified they’re identity. As an example on June 5, 2010, at approximately 10:15 am you failed to verify the caller’s identity yet you provided them personal information about their account. These types of mistakes place the Company at great risk of financial loss, and can lead to losing the trust of our customers.
Ms. Nettleton, it is imperative that you follow all the proper procedures when handling routine calls. These written procedures include at a minimum verifying all callers identity as spelled out on the Call Center Procedures Checklist placed at every Call Center Station. As you know calls are recorded and monitored by your supervisor to ensure accuracy and for the protection of our Company. Until we are confident that your performance has improved we will begin to monitor your calls live, versus recording them to review later.
In the future if you fail to follow these basic procedures you may receive additional corrective action, and may possibly result in immediate dismissal from the Company.
The above information was discussed with me in detail.
July 26, 2010
Dear Ms. Donna Wallace:
This warning letter is being provided to you for concerns regarding your current performance as a Sales Cashier.
On July 7, 2010, and again on July 25, 2010, your cash drawer exceeded the allowable margin of error which is one half of one percent. On July 7th your sales receipts totaled $2,893.48; however, your cash drawer totaled $2,921.32. This amount exceeds the allowable margin of error by $13.38. On July 25th your sales receipts totaled $8,756.74; however, your cash drawer totaled $8,709.52. This exceeds the allowable margin of error by $3.44. Our policy states that you will receive a warning letter anytime you have more than one incident of your cash drawer not falling within the margin of error within a twelve month period.
Ms. Wallace, the accuracy of your position as Sales Cashier is very important in maintaining the trust of our customers. Although our hope is that your cash drawer will always balance there is an allowable error margin of no more than one half of one percent.
As a reminder, if your cash drawer falls outside the margin of error a third time within a twelve month period you will be removed from your cash handling position immediately. If the Company does not have any open positions that you are qualified to fill, your employment with the Company will be terminated.
The above information was discussed with me in detail.
I hope this information on a warning letter has been helpful. Please take the time to review all the information I have provided on this website for warning letters and many other leadership topics.
May God Bless You!