A warning letter is document which is written to employees within an organization or a whole company by government authorities. In case of a single employee, the management writes a warning letter to its employees to let them know that they are doing something wrong or misbehaving in the office. This wrong behavior can affect their career in the company and may result into permanent termination. When government authorities write a warning letter to a company or an organization, the main reason is that the company is violating some rules or regulations or customer are finding faults or blunders in their products or services they are providing. This is like a caution document and the key purpose of this letter is to aware someone that he is doing something wrong or it just looks like he is violating and by this letter is granted a chance to come forward and make himself clear in front of the management or legal committee.
Within an organization, usually HR department or some of its representative writes warning letters to employees and delivers them by mail or personally. It’s may be because he is not punctual, regular at work, doing his tasks wrong or just making too much mistakes in the duties he is provided with. It’s a vital role of management to keep an eye on the performance of every employee so when it drops, they can aware them that this kind of behavior won’t let them last long in the company and there is simply no room for such an irresponsible person. If that person is warned before, the letter should address as the “second warning letter” although responsible employees and teammates doesn’t let the authorities to send out a warning letter twice in their career because it’s going on permanent record and will be written in their career history. That’s why when a person is given a warning letter, he thinks of this document as a threat to his job and career and responses as soon as possible and even changes his behavior or the way or working in the office.
Same thing happens when it comes to a whole company or particular department on it. When a company is making faulty products or not satisfying their clients with appropriate services, those customers report to government authorities like FDA which analyzes the whole matter and then issues a warning letter to that company to take notice of those faults which may be a danger to consumer’s life or health. Mostly FDA issues warning letters to food companies or restaurant managements because unlike other work places, rules and regulations are quite strict there and people doesn’t bear a single violation at such places. Unlike an employee warning letter, sometimes due to the seriousness of the violation, authorities fine the companies too which increases up to three warnings and then authorities take serious steps and sometimes shutdown the company or workplace temporarily.
Here is preview of a Free Sample Warning Letter created using MS Word,
General guidelines to write a warning letter:
- Evaluate the reasons of warning by checking records and statements to determine what the actual reason of sending out a warning letter is.
- Use appropriate tone while addressing to that person so you don’t insult him but make your point clear. There is no need to use harsh words or abusive language to prove your authority but be patient and handle the matter with great tolerance.
- It is also very important to tell the recipient that what will happen if he doesn’t respond to the letter of takes steps to eliminate the problem mentioned in the letter. This way that person will realize that he may have to pay a fine or clarify himself in front of a jury so he takes that matter more seriously.
- Finish the letter with a note that if that person wants to contact you regarding any enquiry or in case of a misunderstanding, he is welcome to record his statement against this issue and his statement will be considered seriously.
Here is download link for this Warning Letter,