When and how should a warning letter be issued?

What Are Warning Letters and Why Issue Them?

Warning letters serve as a formal mechanism to address and rectify employee performance, behavior, or policy violations. They are intended to clearly communicate issues, set expectations for improvement, and outline potential consequences if the issues are not resolved. Warning letters are a crucial part of maintaining workplace standards and ensuring that all employees understand the seriousness of their actions and the importance of adhering to company policies and expectations.

In many countries, progressive termination procedures exist, meaning that employees can only be terminated if efforts to rectify the employment relationship or performance have been made and properly documented, such as through warning letters.

When to Issue Warning Letters?

Warning letters should be issued in the following circumstances:

• Performance Issues: When an employee consistently fails to meet job performance standards or targets despite prior feedback and support.

• Behavioral Issues: In cases of inappropriate behavior, such as harassment, discrimination, insubordination, or other conduct violations.

• Attendance Issues: For repeated lateness, unauthorized absences, or failure to follow attendance policies.

• Policy Violations: When an employee breaches company policies, including safety regulations, confidentiality agreements, or code of conduct.

How to Issue Warning Letters?

To ensure compliance, warning letters must be issued by the official Employer of Record (EOR), which in this case is Horizons.

Steps to Issue a Warning Letter:

1. Document the Issue: Ensure that you have documented evidence of the issue, including dates, times, and specifics of incidents or performance metrics.

2. Private Discussion: Before issuing a formal warning, have a private discussion with the employee to address the issue.

3. Contact Horizons: Email support@joinhorizons.com and provide the following information:

   • Date: The date the letter is to be issued.

   • Details of the Issue: A detailed description of the issue, including specific instances, dates, and any previous discussions or warnings.

   • Impact: The impact of the employee’s behavior or performance on the team, project, or company.

   • Expectations: Clearly outline the expected behavior or performance going forward.

   • Consequences: Specify potential consequences if the issue is not resolved, such as further disciplinary action or termination.

   • Support Offered: Mention any support or resources available to help the employee improve, such as training or counseling.

4. Drafting and Review: Horizons will draft the warning letter, share it with you for review, and, once approved, deliver it to the employee. Depending on regional regulations, this may be a digital letter or a hard copy. The employee will be required to sign the letter to confirm receipt.

Issuing a warning letter does not automatically justify termination. Depending on local regulations and the specifics of the case, further actions may be required before termination is considered, such as additional documentation or time given for improvement. Horizons, as the Employer of Record (EOR), will guide you through the process to ensure compliance with local labor laws.

If you have any questions about issuing a warning letter or are unsure about the process, please contact us at support@joinhorizons.com. Our team is ready to assist you and ensure that all actions taken are compliant with applicable regulations.