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The Employee Warning Letter is a written formal document that is used by an employer to inform their employee about their misconduct. The employer issues this letter to an employee who has disregarded the employer's rules to notify them of their violation and the repercussion. A warning letter points out the details of the employee's misbehaviour or issue of concern and includes words of caution.
In some organizations, when an employee commits misconduct, the employer issues a verbal reprimand (word of mouth) to the employee, and if the misconduct persists, the employee will receive a formal written warning and then a final warning. Depending on the severity of the issue, if the employee does not improve, the employee may be suspended, given a Termination Letter, or other disciplinary actions may apply. Overall, employees should adhere to their employer's code of conduct to avoid reprimands or any sanctions.
How to use this document
This document is used by an employer who is dissatisfied with their employee's bad conduct or performance at work. By issuing this letter, the employee will understand the nature of their misconduct and the consequences of their actions or inactions.
Note that this document may be sent as a letter or an email. If it will be sent as a letter, this letter should be completed, printed, and the employer or the employer's representative (for example, the human resources manager) should sign this letter. After signing the letter, the employer should send it to the employee. Having done this, both the employer and the employee should keep a copy each for their record.
Note that an employee doesn't need to sign this document, except the employee's signature is required to show that the employee acknowledges receipt of the letter.
There is no law that outlines the procedure or contents of a warning letter. However, the Labour Act, 2004 regulates employment matters in Nigeria.
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A guide to help you: How to Terminate an Employment Contract
Other names for the document: Employee Warning Letter, Email Reprimand for Employee, First Formal Warning Letter (Employment), Formal Warning Letter, Letter of Reprimand for Employee