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This Agreement is entered by and between Jonas Adam, individually or collectively as the "Signee" and Jane Smith, as the "Signer", together referred to as the "Parties".
The Contract is dated [the date both parties sign].
The Parties agree that the following agreement is dependent on the terms presented as follow:
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There are a variety of ways to handle discipline in the workplace, but employers must be careful with which methods they choose. Each method has varying degrees of formality, and it will help your position with a repeatedly problematic employee to have several written warnings on file in the case that you need to let them go. We have several different Employee Warning Letter templates for you to use, depending upon the nature and severity of the warning.
Employees can be rewarded or reprimanded within a company based on their performance. Usually, an human resources (HR) department would be in charge of handling these reprimands, but some smaller companies may leave it up to the manager.
In many cases, an Employee Disciplinary Letter gets issued in response to their behavior. Addressing the letter to the employee will protect employers in future disputes. This letter should be official documentation that directly states the conduct that the employee performed that was unacceptable.
Some common reasons that employers will issue an Employee Warning Letter include poor attendance, frequent tardiness, failure to fulfill the obligations and duties of their job, unexcused absences, misrepresenting qualifications, breach of company policies (regarding harassment, safety, health, alcohol and drug use, etc.), theft, or threatening coworkers.
You may also want to issue a letter if warning if the employee is falling behind the company’s business standards. If you are aware that the employee continues to model inappropriate behaviors, you may send another letter with more severe warnings and outlined disciplinary actions for continued problematic behavior.
When it comes to the timeline, you should use issue this letter as quickly as possible after the inappropriate behavior occurred. This ensures that the details are fresh in the mind of the employee, in case they want to dispute it or add any of their own comments or observations. It also ensures that your records are detailed and you are quickly addressing mistakes.
Our sample Employee Warning Letter templates include a lot of different circumstances that you can customize to your needs, but here are some pieces of information you want to include. Remember, that the name of the letter speaks to the contents. This is a formal communication that informs an employee of a breach of company policy and warns them that they need to desist. You should always keep a copy of the letters you send for your records.
The basic information that a letter needs to include is the employee’s name, job title, and employee number (if applicable). You should also include the company information, like the company’s name, the manager, and even the HR officer when applicable.
It should also contain information about the policy that the employee broke with their behavior. Be specific and direct regarding what exact action the employee took and which part of the HR policy that action violated. You also need to include what the employee must do to improve and the action that should no longer occur. You can choose to include a set of potential disciplinary actions that will be taken if the employee does not correct their behavior.
You also want to include space for the employee to add any comments to the letter. You need space for all parties involved to sign the letter and the details of a follow-up meeting If one is required.
Employers are required to ensure a stable and safe work environment for their employees. Any circumstances that put this in jeopardy need quick responses. When it is an employee causing that balance to tip, then the employee disciplinary letter will need to be issued.
A person with the authority to do so can issue a warning letter. Be sure to scale the terms of the letter to the severity and nature of the breach, and whether this is a first offense or continued problem.
The letter can be issued against entire groups or departments if necessary, depending on the breach. It is simply an official correspondence that becomes an official record. Make sure you follow specific procedures.
The National Employment Standards have minimum standards required for employment that you can use for writing the letter. You can also attach additional requirements as necessary for applicable tools and safety necessities as well as mandatory certification processes.
If the employee has violated the contract of their employment, you can refer to that contract, or any workplace policies, when you are writing the letter, too. Prepare your letter with details of previous verbal or written warnings, any meetings that happened, details regarding poor performance, and confirmation of whether the employee has been given the chance to explain themselves (or will be given the opportunity).
Note that if the individual that you need to warn is not an employee but under some other legal arrangement with the company -- such as a vendor, subcontractor, or agency -- then these warning letters are not really required.
We have provided a flexible sample Employee Warning Letter template, in case you need to use ours and simply fill in the blanks with the violation. This is a great tool if you are feeling overwhelmed. When filling in your details, keep these key points in mind.
Effective letters are a formal way to inform an employee of unacceptable behavior and offer them the chance to change the problematic actions before stricter disciplinary actions are undertaken.
Make sure that you do not mince words. These letters should cut straight to the point by immediately detailing the specific action of the employee that was unacceptable, and how frequently this action has occurred. Also, detail whether they have received verbal warnings before the letter that necessitated a more formalized warning.
Remind your employee that this letter is simply a warning of their transgressions and not termination. Also, state the consequences that will occur if the action continues. Let them know that you will take more stern disciplinary action that may include suspension or termination.
Finish the letter by asking the employee to correct their actions and practice good behavior, observing all company policy from that point forward.
The letter should be very simple and very brief. This will make it easier to understand and prevent misinterpretation and miscommunication. Be polite. Although the connotation of this letter is negative and has occurred because of violations, you mist express the request politely. This letter will reflect on both the employer and employee in future disputes, and you do not want to leave room for an employee to complain that you were abusive in dealing with the situation.