5+ Disciplinary Action Warning Letter Sample Format

disciplinary action warning letter sample
Disciplinary Action Warning Letter

Discipline is extremely important for any company but in order to maintain that discipline, you have to write disciplinary warning letter to the defaulter in order to bring the attention. There are all kinds of disciplinary warning letters available online which can be used depending upon your subjective situation but you can always follow the disciplinary warning letter format in order to create a customized letter.

In this post, we have come up with disciplinary warning letter to employee and staff samples along with important tips to write these letters. You can use these warning letter templates to draft disciplinary warning letters that fit in with your situation right.

Tips for Disciplinary Warning Letter Format

Here are some important tips to keep in mind while drafting a professional disciplinary warning letter:

  • Always be clear in mentioning your intention in the letter. This is important so that the employees do not get confused about the purpose of writing the letter.
  • Include reasons in the letter. Make sure that your letter includes the incident that has led to the situation if in case your letter aims at providing a warning or punishment.
  • Refer to the previous actions.  If there has been a series of disciplinary actions that have taken place in the recent past then you must include them in your letter to establish the regular misconduct of the employee.
  • Inform the rights of the employee. It is important that you also include the rights that the employee is entitled to despite the situation.

Format 1: Disciplinary Warning Letter Template

From:

Ray Mathew

HR Manager

Zenith Technologies

London

Date: January 17th, 2022

To,

Mr. Adam Smith

54, Henry Street

London

Sub: Warning Letter for Disciplinary Action

Dear Mr. Adam,

I am writing this letter to serve an official warning to you for disciplinary action. This warning is in context of the incident that happened on December 24th, 2021. The management was informed that you got involved in a verbal abuse with Mr. Simon Joseph during the Christmas celebrations at the office. The company does not appreciate this kind of conduct at the workplace and as per the Company’s Policy, anyone who gets into any kind of verbal or physical abuse with any other person at work will not be tolerated and will attract serious actions.

At Zenith Technologies, we aim to make the working environment friendly and respectful for all our employees and therefore, we are very particular with the right conduct of our employees. We expect each and every employee to follow the guidelines set at the work in order to create a healthy working environment for everyone.

Since you have been found guilty of not adhering to these guidelines, we are issuing this warning letter to warn you for the first and the last time to control your temper and behave in the right way with your co-workers to make sure that you do not attract any actions against you. Because it was first such instance of misconduct from your side, the management has decided to just warn you in writing and not take any action against you.

We are hopeful that you will be cautious with your words and actions. In case of any assistance or query, please feel free to get in touch with me anytime. Meanwhile, please sign a copy of the letter to acknowledge this discussion.

Sincerely,

Ray Mathew

HR Manager

Zenith Technologies

Format 2: Sample Letter Employee Disciplinary Meeting

From:

Ray Mathew

HR Manager

Zenith Technologies

London

Date: January 17th, 2022

To,

Mr. Adam Smith

54, Henry Street

London

Sub: Warning Letter for Disciplinary Meeting

Dear Mr. Adam,

The purpose of writing this letter to inform you that a disciplinary meeting has been scheduled on December 30th, 2021 at 4pm at the HR meeting room.

At this meeting, discussion on disciplinary action against you in accordance with the Zenith Technologies’ Disciplinary Procedure will be considered in relation with the incident that took place on December 20th, 2021 wherein you got involved in a heated argument with Mr. Simon Joseph because of some personal rivalry.

The possible consequences of the discussions at the meeting might be that one of you either/or both of you will have to face a suspension from work for a defined time so that such things do not get repeated in future.

If you wish then you can be accompanied with one of your colleagues or team members for the meeting.

Sincerely,

Ray Mathew

HR Manager

Zenith Technologies

Format 3: Disciplinary Action Warning Letter for Poor Performance

From:

Ray Mathew

HR Manager

Zenith Technologies

London

Date: January 17th, 2022

To,

Mr. Adam Smith

54, Henry Street

London

Sub: Warning Letter for Poor Performance

Dear Mr. Adam,

I am writing this letter to highlight that there has been a constant decline in your performance from last two quarters and you have not been able to meet the sales targets for any of the last six consecutive months. Consider this letter as a disciplinary action warning letter for poor performance from the management.

We have been informed by Mr. Joy Bean, Sales Manager, that there has been a constant drop in your sales figures month over month because you have been absent from work on frequent basis. You have been taking offs from working hours because of your person issue but this has not started to influence the results of your team in a serious way.

At Zenith Technologies, we aim to work in synergy with employees to grow together and we are very particular about the performances of each of our employees. In case, there is constant delivery of compromised performance then it is certainly something that we would not appreciate.

Since you have been found guilty of delivering poor results for six months at a stretch, we are issuing this warning letter to warn you. Whatever issues at your personal front have been bothering you, we would appreciate if you could take a break from work and resolve them so that once you resume work, you can work with complete concentration and potential.

We are hopeful that you will consider this letter as a serious warning and work out a solution to improve your performance. In case of any assistance or query, please feel free to get in touch with me anytime. Meanwhile, please sign a copy of the letter to acknowledge this discussion.

Sincerely,

Ray Mathew

HR Manager

Zenith Technologies

Format 4: Disciplinary Action Warning Letter for Negligence of Duty

From:

Ray Mathew

HR Manager

Zenith Technologies

London

Date: January 17th, 2022

To,

Mr. Adam Smith

54, Henry Street

London

Sub: Warning Letter for Negligence of Duty

Dear Mr. Adam,

This is a warning letter for negligence of duty from your end. We have been informed that there has been a machine failure at the plant which has led to serious production loss. On investigation, it was found out that the machine service was due from the last six months and because of which the short-circuit happened and hampered the machine thereby, adversely affecting the working of many other employees.

As you are the machine man for that particular machine, it falls within the purview of your duties and responsibilities to make sure that the machine gets serviced on the scheduled dates. You have been found negligent in performing your duty which has led to such a serious problem.

At Zenith Technologies, we always appreciate responsible employees and this is one quality we try and inculcate in each of our employees. If any employee does not fulfill his or her responsibilities then it is a really serious issue for us.

Since you have been found guilty of fulfilling your responsibilities, we are issuing this warning letter to you. Because of your negligence, the company had to face serious loss but because it was first time ten long years that you have shown such incompetence, the management has decided to just warn you and not punish you for your actions.

We are hopeful that you will be more responsible towards your duties and will make sure that such things do not get repeated in future. In case of any assistance or query, please feel free to get in touch with me anytime. Meanwhile, please sign a copy of the letter to acknowledge this discussion.

Sincerely,

Ray Mathew

HR Manager

Zenith Technologies

Format 5: Disciplinary Action Sample Warning Letter for Drunk Employee

From:

Ray Mathew

HR Manager

Zenith Technologies

London

Date: January 17th, 2022

To,

Mr. Adam Smith

54, Henry Street

London

Sub: Warning Letter for Disciplinary Action

Dear Mr. Adam,

This is a warning letter for disciplinary action against reporting to work in a drunken condition. We have been informed that on January 12th, 2022, you reported to the office in a drunken condition for the night shift.

Your colleagues and your team lead informed us that you were smelling of alcohol at work. As you are aware that at Zenith Technologies, we have a very strict policy against drinking at work. We neither allow our workers to drink at work nor do we appreciate them coming in a drunken condition to work. We understand that you must have gotten drunk as it is the holiday season going on but you are free to enjoy drinks with your family and friends beyond working hours on Christmas and not when you have to report at work. Not just our organization but no other organization would appreciate such a thing.

You always have been a sincere and responsible employee and such a behavior was not expected of you. Since it was the first time that you exhibited such a behavior, the management has decided to not take any disciplinary action against you. Make sure that such an incident does not get repeated in the future.

We are hopeful that you will never come to work in such a condition.. In case of any assistance or query, please feel free to get in touch with me anytime. Meanwhile, please sign a copy of the letter to acknowledge this discussion.

Sincerely,

Ray Mathew

HR Manager

Zenith Technologies

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