Can Warning Letters Be Disregarded? Seeking Advice on Employee Requests

Inquiry Regarding Disregarding Warning Letters

Glad to be part of this circle. I would like to make an inquiry regarding a warning letter. I recently issued two warning letters, and each of the employees is requesting to disregard them.

Case 1: Insubordination

In the first case of insubordination, the employee mentioned that he would follow his supervisor's instructions after receiving the warning letter. However, he is now asking for the letter to be disregarded. I would like to know in what instances we can disregard a warning letter.

Case 2: Bringing a Child to Work

In the second case, a sales staff member brought his 2-year-old son to the shop while on duty, resulting in another warning letter. Similar to the first case, he is requesting to disregard the warning letter and has promised not to repeat the action in the future.

I have informed both employees that we cannot retract the warning letters.

Thank you, and I look forward to your advice.

Best Regards,
Rookie_HR

Understanding the Issuance of Warning Letters

I do not know what you mean when you said "I issued a warning letter."

Warning letters are typically issued by the concerned Manager or the Head of the Department. In other words, Management is responsible for issuing warning letters. If HR signs such letters, it might create further issues. If you are in HR, and those employees do not report to HR, they may disregard your warning and request a letter from their HOD. If the HOD lodges a complaint, draft a warning letter and have it signed by the HOD before issuing it.

Please remember, HR provides a support role and not a control role in any organization. HR should implement systems for such control rather than controlling directly. This response is based on my assumption that you are in HR, and your statement "I issued warning letters" gives me the impression that these letters were signed by you. It also suggests that these letters were issued based on information received by you rather than based on a complaint received by the Head of the Department.

Regards,