Informal Warning Memo
About this form
The Informal Warning Memo is a document that serves as an early step in employee performance management. It notifies an employee about ongoing performance issues and serves as a reminder to improve. Unlike a formal warning memo, this document is meant to provide constructive feedback without the formalities associated with disciplinary action. By addressing concerns informally, employers can foster an environment of open communication and improvement before escalating to more severe disciplinary measures.
Key components of this form
- Date: The date when the warning is issued.
- To and From Fields: Identifies the employee and the sender, typically a manager or HR representative.
- Performance Warning Section: Outlines specific incidents and issues related to the employeeâs performance.
- Employment Policy Reminder: Provides a reminder of relevant performance policies that must be adhered to.
- Signature Lines: Sections for the manager and employee signatures to confirm receipt and understanding of the memo.
- Follow-Up Plan: A section to outline the expectations for improvement and any future review dates to assess progress.
Common use cases
This form is typically used when an employee has displayed ongoing performance issues that require addressing but do not yet necessitate formal disciplinary action. It may be appropriate in situations where an employee:
- Has repeatedly failed to meet set performance standards.
- Has exhibited behavioral issues impacting team dynamics.
- Is in need of a reminder about company policies and performance expectations.
Who this form is for
This form is intended for use by:
- Managers and Supervisors: Those who oversee employee performance and wish to provide feedback.
- Human Resources Representatives: Professionals responsible for employee relations and performance management.
- Business Owners: Individuals managing small teams who need a structured way to address performance issues.
Instructions for completing this form
Follow these steps to properly complete the Informal Warning Memo:
- Identify the parties involved by filling in the "To" and "From" fields.
- Enter the relevant date when the memorandum is issued.
- Detail specific performance issues in the "Performance Warning" section.
- Attach or reference the relevant company policy related to performance.
- Discuss any external factors with the employee that may impact performance.
- Ensure that both parties sign and date the memo to acknowledge receipt and understanding.
Does this document require notarization?
This form usually doesn’t need to be notarized. However, local laws or specific transactions may require it. Our online notarization service, powered by Notarize, lets you complete it remotely through a secure video session, available 24/7.
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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.
Typical mistakes to avoid
- Failing to document specific performance issues clearly.
- Not following up on the employee's progress after the warning.
- Using overly formal language that may discourage open communication.
Why complete this form online
- Easy access to editable templates that can be personalized for each employee.
- Reduces time spent on creating documentation by providing ready-to-use formats.
- Ensures that all necessary components are included, reducing the risk of omission.
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FAQ
1Document verbal warnings first. Track all verbal warnings and disciplinary measures in writing at the time they are given.2Determine tone.3Consult with manager.4Formalities.5State company policy.6Describe what happened.7State expectations.8Outline consequences.10 Guidelines for Writing an Employee Warning\naghlc.com > resources > articles > writing-an-employee-warning-160906
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.
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.
Tell them what they need to improve (timekeeping, work standards, work rate, etc.). Give them the chance to explain why their work has been subpar or why their conduct has been below what you expect of them. Give them a plan to make their improvements.
The verbal warning is documented by the supervisor in their informal notes about the efforts provided to help the employee improve.These notes are not part of an employee's personnel file; they are private supervisory documentation of an employee's performance.
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.
The non-statutory Acas guide: discipline and grievances at work, which accompanies the code, states that warnings should normally be live only for a set period, for example six months for a first written warning and 12 months for a final written warning.
