Behavioral Warning letter - Format, Definition,
and Example
Being an HR or the Manager of the organization, have you ever encountered an
employee misbehaving with coworkers, clients, or the company officials? If Yes, then
what did you do to resolve this issue?
When an employee in any organization behaves in an unprofessional manner, you must
write him a formal behavioral warning letter. The primary goal of this letter is to inform
the employee that his or her behavior at work is unacceptable. The letter should clearly
state the employee's responsibilities as well as the consequences of such irresponsible
action.
However, if you don’t know how to write a formal warning letter for behavioral issues,
this blog will detail everything from the meaning, format, and example.
Let’s get started!!
What is a Behavioral Warning Letter?
A Warning Letter for Behavioral issues is a document sent to an employee to inform
them that they have broken company policy. Its goal is to notify an employee of their
misbehavior in the organization, as well as the consequences of their actions.
If an employee continues to break company policies after receiving a verbal warning, a
written notice is issued to safeguard the organization from future problems.
An employee warning letter should include the following points:
● Name of the employee, job title, and ID
● The name of the team manager, the name of the company, and the name of the
HR Manager.
● Details of the misconduct
● All the affected or the involved parties
● The behavioral guideline that the employee was unable to follow
● Corrective measures to improve the behavior
● Employee comments, whether a meeting is required, both parties' signatures,
and the date of a follow-up assessment.
The behavioral warning letter is not your typical letter sent to an employee. It's the
document that isn't used until the employee makes a major error. The letter should say
that if the employee's bad behavior persists despite the warning, the company has the
authority to terminate the employee's employment. Although the employee can be
admonished verbally, a written warning has more impact.
A formal warning should be included at the outset of the letter, as well as the fact that
multiple verbal warnings have previously been provided.
Warning Letter for Behavioral Issues Format
Warning Notice for Behavior Issues
To,
< Employee Name
<Employee ID>
<Designation>
<Department>
This warning notice is being issued to you for [mention the reason in detail]. Thereby
violating this rule gives us the right to take disciplinary action against you.
However, it has been decided by the authorities to excuse you this time. However, be
warned that repetition of this incident will lead to your immediate termination.
Sincerely,
Signed and acknowledged by:
Signature
For <Company Name>
Authorized Signatory
Warning Letter for Behavioral Issues Example
Warning Notice for Behavior Issues
To,
Niharika Patil
AR010122
Senior Sales Executive
Marketing
This warning notice is being issued to you for smoking in the office building. As was
mentioned in our employee handbook our office building is a no-smoking zone.
Thereby violating this rule gives us the right to take disciplinary action against you.
However, it has been decided by the authorities to excuse you this time. However, be
warned that repetition of this incident will lead to your immediate termination.
Sincerely,
Signed and acknowledged by: Tapasya Patel
[Signature]
For XYZ Solutions Pvt. Ltd.
[Authorized Signatory]
Conclusion
You might encounter various behavioral misconducts happening in your organization.
Being an authorized person, writing the letters every time a candidate misbehaves with
someone is a bit time-consuming. Our HRMS software has an HR toolkit that contains
several ready-to-use HR letters that you can use with just one click. Also, there is a live
edit feature using which you can even save time by avoiding downloading the letters.
You can just click the live edit button and the letter is ready to be customized as per
your requirement.
Ultimate Business Systems is an HRMS software that helps SMEs generate customizable
HR letters like relieving letters, offer letters, appointment letters, warning letters, and
more. That’s not it, UBS also is a Payroll Software along with the PMS and chat feature
that helps businesses smoothly run and manage their business operations. Still, don’t
just take the words, book the live demo for free and experience the best ever HRMS
experience.
Meta Description: Being an HR, do you observe any misbehavior within the
company? If yes, then handle the situation with our latest Behavioral Warning Letter
templates.
Format 1
From,
Your Designation,
Company Name
Company Address
Date:____________
To,
Employee Name
Address
Subject - Warning letter for Misbehaving at the workplace
Dear Ms. [First Name],
This letter serves as an official warning to you for the inappropriate incident that
happened on [Date] on the work premises. It came to our knowledge that [describe
the incident]. This is unacceptable behavior in this company as stated in the [Company
Policy Name/Number].
Your behavior was intolerable and unappreciated in the office environment. Our
company has a huge reputation for upholding discipline and peace among all
employees and the management. We recommend that all employees abide by the
company’s rules and regulations to which the necessary measures will be taken.
We expect you to show a change in behavior. If such behavior is repeated it will result
in immediate suspension. We also expect you to write an apology letter to the
colleague you harassed. We look forward to seeing positive changes after this
discussion.
Yours sincerely,
Your Signature
Name
On behalf of the [Department]
Format 2
Date: [The date when the letter was generated]
Name: [Full Name of employee]
Address: [Address of office location]
Re: Warning for Disciplinary Incident
Dear [First name of the Employee],
This letter is to serve an official warning to you for the incident that happened on
[Date of Incident]. We were informed about [Describe in brief the Incident]. This kind
of misconduct is not expected in the workplace and is against Company Policy
[mention the name of policy, page number, section no, para number, or serial number
in the company policy document].
Our policy and guidelines are designed with a goal to make the work environment and
company culture open and safe for all employees at all levels. We expect every
employee to respect and follow these guidelines in order to encourage a collaborative
and performance oriented work culture.
Since you have been found to be violating the rules, we are hereby putting you on a
warning period [Mention the duration of warning Period]. During this period, your
behavior will be monitored.
Any re-occurrence of the violation will ensure strict action against you that may be
followed by
(a) Suspension without pay or
(b) Termination without prior notice.
We continue to believe that you are a valuable part of our organization and expect
you to show immediate improvements. Looking forward to seeing positive outcomes
of this discussion.
If you need my assistance or have queries, please feel free to reach out to me
anytime. You are requested to sign a copy of this letter to indicate your
acknowledgement of the discussion.
Sincerely,
[Your Name] [Employee Name]
[Title] [Employee Title and Department]
[Date] [Date]
[Signature] [Employee Signature]
[Any notes and follow up action]
Format 3 - Email Template
To: Receiver Mail Address…
From: Sender mail Address…
Subject: Warning for Unacceptable Behavior
Dear Ms/Mr. [Name]
We bring to your attention that management has received many complaints about
your conduct with the other staff. There are also complaints of you using your post
against the employees at the lower post-use and influencing them. [Describe in your
words]. You have also been found to use office material for your personal use.
We consider it a serious breach of conduct and take it as an act of threatening your
co-workers. We warn you of strict actions if you don’t improve your behavior and
bring changes in your conduct. [Describe an actual problem and situation]. We hope
that you will work in coordination with your staff to bring good results. [Explain all
about the situation].
We hope that this letter will act as a warning in advance to avoid complications in the
future. [Show your warning regarding the institute policy]. If you have any say in this
regard you may feel free to contact any person in management and report your
grievances. [Show your requirements regarding this situation].
We expect you to have good behavior and observe good conduct hereafter.
Yours,
Your name…
HR Manager [Job Designation].
