Sample Written Warning Letter
Poor Personal Hygiene Problem
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Warning Letter for Poor Personal Hygiene
September 22, 2009
Dear Mr. Alex S. Blacksmith:
You are being issued a written warning letter for violating our company policy on personal hygiene.Specifically, on September 13, 2009, you were notified by your supervisor that your body odor was offensive. Upon questioning you about the odor you had no reasonable explanation, or could you present a medical reason. Therefore, it has left us with the belief that it is a personal hygiene issue. After instructing you to correct your personal hygiene issue you reported the very next day on September 14, 2009, with no improvement. Mr. Blacksmith, while on duty you represent our organization. You are to be neat, clean, and well groomed while on duty. A clean uniform will be worn each day. Should your uniform become damaged or soiled while in the performance of your duties, a change into a clean uniform will be made as soon as possible. Shoes and jackets should also be clean and serviceable. Your hair should be neat and clean as well. Daily personal hygiene is a must. Please also understand that any future violations of company policy, for any reason, may result in discipline, up to and including possible termination. (Optional) As your supervisor I am concerned that there may be an underlying issue that is impacting your personal hygiene at work. I would like to refer you to the Employee Assistance Program (EAP). The EAP was established to assist employees with dealing with substance abuse, financial, emotional and other personal problems which may have an adverse effect on the employee's conduct/performance while at work. The EAP is a voluntary and confidential resource. No record of your participation in the EAP will be placed in your Personnel Folder. I sincerely hope that you will take advantage of this opportunity to help you resolve any personal problems.
Gary P. Bloomfield
Supervisor
Alex S. Blacksmith
Employee
Sample Policy on Personal Hygiene
This Company recognizes that due to the nature of our business personal hygiene is extremely important. For the purposes of this policy personal hygiene is defined by wearing clean acceptable clothing or uniform daily, shower daily, well groomed hair, clean shave or well trimmed facial hair, and good oral hygiene.If during any part of your scheduled work shift your clothing or uniform become soiled you may request permission to change into a clean one, provided it is within the facility. In the event you must leave the facility to change into clean clothing or uniform you will not be paid for the time taken to make this change. If there is ever an underlying medical reason that your personal hygiene affects your ability to meet the above standard it is very important that you identify this to your supervisor so that options can be discussed. It may be necessary to provide medical documentation as to what your limitation may be.
An employee written warning letter can only be 100% effective if you have an employee policy manual in place that confirms the poor behavior! Behavior, such as, tardiness, insubordination, poor attendance, misuse of company property, fighting, drinking or intoxication, etc! However, if you don't it still is an effective way to document poor behavior! Just not as good! So why is an employee policy manual so important when issuing a written warning letter? It completely reinforces that you as a business owner have informed your employee of what the rules of behavior are and what the consequences are if they violate them! This puts you on solid ground if you must end up in court! I must say that there are several software companies that make very straight forward and easy to follow policy manual software that practically will write the policy manual for you! I have looked at several of them and I personally like the complete package that Standard Legal provides! Thank you for reviewing this information on a written warning letter and May God Bless You!
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