How Do I Write a Warning Letter for a Team Leader Who Misled a Customer?

Dear Seniors, I am very glad to have received great advice from the seniors, which has helped me solve many issues on my own and assisted in building my HR career.

Need Assistance with Warning Letter

I have to issue a warning letter to one of the Team Leaders as he has misrepresented a fact to the customer, which has caused the company to face damage and encounter some legal issues. Kindly help me in preparing a letter, as the client himself has entered into this matter and requested that a warning letter be issued.

Regards,

Introduction to Employee Misconduct and Consequences

Starting with addressing the details of the employee and the subject matter, narrate briefly the situation undergone. Later, discuss the responsibility of the employee, the failure, consequences of the failure, and actions that could be taken against the employee. Strictly mention the future actions against such failure and misrepresentations, and demand damages and compensation for the loss and loss of reputation. You may also include a statement regarding the rights of the employer against the employee and the employee's duties, and employment etiquette.

Steps to Address Employee Misconduct

I would suggest always asking for justification in writing and making the employee accept the faults and rights for immediate action by the employer against the employee in case of a repetition of such faults. It is more valuable if such writing includes what led to the issue, the reasons behind it, and how far the employee feels responsible for it. This helps in addressing matters for discussion during meetings to prevent similar incidents in the future by other employees as well.

Focus on Punitive Actions

Please concentrate more on the punitive actions that could be taken rather than on the story. Language is not as important as long as the letter is clear on its purpose with no ambiguities.

Dear Soofia77,

The information you provided is very limited to offer advice. However, the situation must be clearly explained when you need genuine guidance in this forum. Any such letter should always contain the date and place of the offense and the loss incurred by the company, with reference to the pertinent rules, regulations, or policies that have been violated by the person.

Date:

Name:

Employee Code:

Team:

WARNING LETTER

Dear Mr. ________,

Sub: Misrepresentation of Factual Data to the Client XXXX - Reg

We refer to the terms and conditions of the employment offered to you with our esteemed organization and have found that you were inconsistent in performing your duties by providing misinformation/misrepresentation of data irrelevant to the client, which incurred a significant loss to the organization.

We consider this lack of commitment and responsibility regarding your work to be an act of omission, which, in the opinion of the management, is detrimental to the interest of the company.

Looking forward to your explanation on the same. You may contact the undersigned for any further queries.

For (Company's Name)

XXXXXXXXX (Name of the person)

Date