15 Mar 2021
At what point does it become necessary to issue a written warning to an underperforming employee? Human Resources leaders must know when it is essential to send a verbal warning for unsatisfactory employee performance. Underperformance means that an employee is not doing his job properly according to the company policy. It may include unacceptable behavior at work or not following company policies and principles. In the case of an employee performing poorly, it might negatively impact the overall business, leading to decreased productivity, high turnover, and unhappy clients.
Whenever an employee is experiencing performance issues, it becomes crucial to issue a formal written warning. This post is all about issuing a verbal warning to an employee. You will get to know what is a written warning, the importance of writing an employee written warning, what steps must be taken before it, and why the human resources department should keep a record of verbal warnings. So, let's get started!
A written warning is a form of document to formally warn an employee if he underperforms or shows signs of serious misconduct or policy violations at the workplace. It is a formal warning that an employer usually issues at the end of the disciplinary procedure of an employee. A warning letter is written specifically to put the employee on notice if his performance is not improved.
Once the disciplinary meeting is conducted, the employer sends the employee warning. This type of document is vital for all co-workers. It is usually written at the time when the fairness of the disciplinary procedure is put into question.
If the warning is related to employee performance, it should also include some details about the training given to an employee to improve performance. Because if there is an issue, it must be rectified or warned to prevent further damage to the company.
There are some basic steps that are carried out before issuing a written warning, which include:
To have a more specific outline of the steps that should be carried out throughout the written warning process and what it should include check out flair's written warning template.
As the name implies, the first written warning is usually issued for the first time once the employer notices the employee's underperformance or misconduct. If the employee does not show good performance within a set time frame, or his performance does not meet the required standards, or he repeats any misconduct, then the final written warning will be issued by an employer. In this written improvement note, an employee is warned that he will be dismissed and there will be a termination of employment if the requirements for a written notice are not met.
In most cases, the actions of the employee may cause serious harm to the business. For example, it may be the case of theft, fraud, and breach of contract, etc. At this time, instead of sending a written warning letter, it is better to dismiss an employee or take any legal action against it.
Before dismissing an employee, it is always recommended to have a conversation with an employee first, as communication must always be open between an employer and an employee. If the discussion concludes the parting of both an employer and an employee, then there is no need for a disciplinary process or writing a warning letter.
The disciplinary process in any business must be written or documented. If there is any disciplinary procedure carried out, both employers and employees must know about each stage of the process and the documentation. They should also know where to find this vital piece of information so that corrective action must be taken to view the seriousness of the situation.
Moreover, keeping a record of written warnings is very important as it may reduce the risk of legal liability. Plus, employers can make better decisions while having a good knowledge of the facts and figures. Without written records, there can be a considerable risk for the business.
To manage your employee documents better, you can use different document management software in your business. But make sure that you choose such software that is up to high data protection standards.
There are different tips and techniques that may help employers in producing the employee written warnings. These include:
No matter if you have a small business or a big corporation, underperforming employees may harm the business, so it is essential to address employees' poor performance. And it is possible only if employers issue an official written warning for an employee. A written warning is a formal document that deals with the issues or misconduct shown by an employee at the workplace. As it is in writing, several tips and techniques must be considered to follow a fair procedure. However through progressive discipline and a concrete improvement plan you can make sure to avoid underperformance in the future.
In short, when the performance of an employee does not meet the required standard, it is time to issue a formal warning to an employee. And flair is here to help you to issue an established written warning with our interactive written warning template that can be found here.
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