Formal Warning Memo
What is this form?
The Formal Warning Memo is a critical document used in workplace management to formally address ongoing performance issues of an employee following informal warnings. This memo serves as an official record of the performance problems identified and reiterates the necessary steps for improvement, differing from other memos by its more serious tone and implications for future employment actions.
Key parts of this document
- Date of the memo
- Recipient's name and details (To and From)
- Specific performance issues identified with incidents and dates
- Reference to previous informal warnings
- Expected improvements and deadlines
- Signatures of the manager and employee acknowledging receipt
Common use cases
This form is typically used when an employee has already received informal warnings about their performance but has not made sufficient improvements. It is essential for situations where formal documentation of the issue is required to ensure all parties are aware of the performance expectations and potential consequences of continued non-compliance.
Who this form is for
- Managers and supervisors who need to formally address employee performance issues
- Human resources professionals managing employee relations and documentation
- Employers who want to maintain a record of performance-related discussions before considering further disciplinary action
Completing this form step by step
- Enter the date of the memo at the top.
- Fill in the recipient's name, as well as the names of the sender and any other relevant parties.
- Clearly outline the specific performance issues with detailed incidents and the respective dates.
- Reference any previous informal warnings provided to the employee.
- Set a timeline for improvements and explain the consequences of failure to improve.
- Both the manager and employee should sign the memo to acknowledge receipt and understanding.
Does this document require notarization?
Notarization is generally not required for this form. However, certain states or situations might demand it. You can complete notarization online through US Legal Forms, powered by Notarize, using a verified video call available anytime.
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Make edits, fill in missing information, and update formatting in US Legal Forms—just like you would in MS Word.
Download a copy, print it, send it by email, or mail it via USPS—whatever works best for your next step.
Sign and collect signatures with our SignNow integration. Send to multiple recipients, set reminders, and more. Go Premium to unlock E-Sign.
If this form requires notarization, complete it online through a secure video call—no need to meet a notary in person or wait for an appointment.
We protect your documents and personal data by following strict security and privacy standards.
Mistakes to watch out for
- Failing to provide specific examples of performance issues.
- Not referencing prior warnings or performance reviews.
- Leaving out a timeline for expected improvements.
- Neglecting to secure signatures of both the manager and employee.
Benefits of using this form online
- Convenience of immediate access and download for use.
- Editability allows for customization to meet specific employee situations.
- Reliability of attorney-drafted content ensures legally compliant wording.
Legal use & context
- The memo serves as a formal record that can be used in future disciplinary actions.
- A well-documented process helps in upholding employment policies and avoiding potential legal issues.
Summary of main points
- The Formal Warning Memo is essential for documenting ongoing performance issues.
- It provides a clear framework for future actions and improvements.
- Proper use can help protect the employer from potential legal disputes regarding employment practices.
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FAQ
Document verbal warnings first. Track all verbal warnings and disciplinary measures in writing at the time they are given. Determine tone. Consult with manager. Formalities. State company policy. Describe what happened. State expectations. Outline consequences.
In cases of serious misconduct or poor performance, the employer does not have to give a first written warning and can instead go straight to a final written warning. For example, where the employee's actions have, or could, cause serious harm to the business.The employer should make this clear to the employee.
Date: Include the official date of the letter a few lines below the recipient's address. Subject line: The subject of your letter should be clear and to the point. For example, it should say something like 'Warning Letter for Employee Name', followed by the reason for the reprimand.
State why you are writing to the employee. State how long you'll place the warning on their file, and if you intend to disregard it after a certain amount of time. Detail the nature of the offence, incident, or behaviour. Note how you expect the employee to improve (you may add a timescale of expected improvement).
Warning Letter: Discipline IssueExamples include harassment and violence. 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>.
Identify the problem. Meet with the employee and clarify the issue. Create your warning letter and include all the performance issues you've considered. Give the employee the warning notice and make sure you receive a signature to confirm receipt.
Step 1: Identify and consider the problem. Clearly identify the performance or conduct issue. Step 2: Meet with the employee. Generally, meeting with the employee is important for: Step 3: Create your letter of warning. Step 4: Provide the employee with the letter of warning.
Salutation: You should follow a formal salutation such as 'Dear Mr. Ali'. Opening paragraph: Get straight to the point of the warning letter. List the problem clearly and meticulously, as well as the reason for issuing the letter.
The date of the warning; the name of the employee; the name and position of the person issuing the discipline; the level/type of discipline (e.g., written warning or written warning with three-day suspension);
