Need a warning letter for an employee who sent the wrong invoice to a client?

Hi all,

Can anyone help me with an email format? I need a warning letter for an employee who sent the wrong invoice to a client.

Dear Proformics-HR,

We, the members of this forum, are outsiders and do not know anything about the nature of your industry, the client who raised the invoice, who signed or reviewed it, or how the incorrect billing was discovered. Without this information, it will be difficult to provide you with a draft.

Therefore, I request you to prepare a draft on your own and upload it to this forum. Some seniors like me will review and correct it. When preparing the draft, ensure you include all the aforementioned details and specific information of the invoice, such as the Invoice No. Instead of mentioning the client's name, you may leave it blank.

Thanks,

Dinesh Divekar

Is this the first mistake the employee has made?

If so, why is it necessary to give the employee a "warning"? This appears to be a harsh step, and I would advise you to think very carefully. Take the employee aside, have a quiet, calm discussion about the error, and resolve the issue.

Mistakes like this happen in the best of regulated companies. Shaming the employee for what might have been a genuine mistake is not the way to engender loyalty and cooperation from the staff.

If it is part of a continuing problem, that is another matter, and it would be obvious to all that this is what we trainers call "a teachable moment". Take the employee aside and retrain them in the procedures and processes. Then, and only then, if the problem continues, does it become necessary to take stronger action.