To create a formal disciplinary warning for records, follow these steps:
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Header: Start with a clear header that states "Disciplinary Warning."
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Employee Details: Include the employee's full name, job title, department, and employee ID.
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Date & Time: Mention the date and time the warning is being issued.
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Incident Details: Describe the specific incident or behavior that led to the disciplinary warning. Be factual and objective in detailing what occurred.
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Violation: Clearly state which company policy, rule, or code of conduct was violated.
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Expectations: Outline the expected behavior or performance standards that were not met.
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Consequences: Explain the potential consequences of further violations, such as suspension or termination.
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Employee Acknowledgment: Provide a section where the employee must acknowledge receipt of the warning by signing and dating.
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Witness: If applicable, include a section for a witness to sign as well.
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Next Steps: Specify any actions the employee needs to take to improve or rectify the situation.
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HR Contact: Provide contact information for HR in case the employee has questions or needs clarification.
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Follow-Up: Mention if there will be a follow-up meeting to discuss progress or if any additional support will be offered.
Ensure that the disciplinary warning is fair, consistent, and compliant with labor laws and company policies. It should serve as a documented record of the issue and the steps taken to address it effectively.
Sample Disciplinary Warning Letter Template can be helpful in creating a structured format for the warning.