Components Of A Disciplinary Warning
Effective elements of Written Warnings or Verbal Warnings have these components:
• A clear statement of the problem or the performance issue that the employee must improve.
• The warning must enumerate several examples of ways in which the employee can change performance to comply with performance expectations. This provides the employee with a shared picture or shared meaning around the supervisor’s expectations.
• The impact of the non-performance on the employee’s and the organization’s success. How the failure to perform is impacting the workplace.
• If relevant, a timeline within which the employee’s performance must improve. Some situations are a final warning and the next incident will result in termination.
• If relevant, a due date or end date at which time, the performance will be re-evaluated.
• A clear statement about the consequences an employee can expect if performance fails to improve as described.
• The signature of the supervisor or the manager of the employee.
• If you delivered a verbal warning, it is advisable to follow up with an email to the employee summarizing the conversation. This will also serve as a form of documentation.
• The signature of the employee whose performance is the focus of the written warning. The letter generally contains a statement that the employee signature represents receipt of the letter, not necessarily agreement with its contents. If the employee refuses to sign a written warning, make a note of this on the warning.
• An opportunity for the employee to object, in writing, to the contents of the reprimand letter. The employee may agree, disagree, express contrition, and so forth. Rebuttals are attached to the original written warning.
• Supervisor: Be sure to save written documentation of the issue or situation being addressed. This can be a notes in a calendar, emails or text messages that have been sent. Save examples of work material the employee created if this is relevant.