Written warning: Overview, definition, and example
What is a written warning?
A written warning is a formal notice given by an employer to an employee regarding a violation of company policies, performance issues, or unacceptable behavior in the workplace. It is part of a company’s disciplinary procedure, and it serves as an official record of the issue. A written warning typically outlines the nature of the violation, the steps the employee needs to take to correct the behavior, and the potential consequences if the issue is not addressed.
Written warnings are often a step before more serious disciplinary actions, such as suspension or termination. They provide both the employer and employee with a clear understanding of the issue and expectations for improvement.
Why is a written warning important?
A written warning is important because it provides a clear, documented record of an employee's behavior or performance issues. This record can protect the employer in case of future disputes or legal claims and ensures that the employee is aware of the issue and the consequences of not improving.
For the employee, a written warning serves as an opportunity to correct their behavior or performance before more serious consequences occur. It also provides the employee with clear feedback on what is expected and how they can improve.
Understanding written warning through an example
Imagine a company employee who has been repeatedly late to work, despite informal verbal warnings. The company decides to issue a written warning, which outlines the specific incidents of tardiness, the expectations for punctuality, and the consequences if the behavior continues (such as further disciplinary action). The written warning is given to the employee and placed in their personnel file.
In another example, a sales employee is not meeting their sales targets, which have been clearly outlined in their contract. After multiple discussions about performance, the manager decides to issue a written warning. The written warning outlines the sales targets that have not been met, provides guidance on how the employee can improve, and notes the potential for further action if performance doesn’t improve within a set period.
An example of a written warning clause
Here’s how a written warning clause might appear in an employee handbook or disciplinary policy:
"Employees who fail to meet performance expectations or violate company policies will receive a written warning. The warning will include details of the violation, steps for improvement, and a timeframe for corrective action. If the behavior or performance does not improve after the written warning, further disciplinary action may be taken, up to and including termination."
Conclusion
A written warning is a formal way for employers to address performance or behavioral issues with employees, providing clear documentation of the issue and expectations for improvement. It is an important part of a fair and transparent disciplinary process, helping both employers and employees understand the consequences of not meeting company standards. Written warnings offer employees a chance to correct their actions before facing more severe consequences and help protect the employer in case of legal disputes.
This article contains general legal information and does not contain legal advice. Cobrief is not a law firm or a substitute for an attorney or law firm. The law is complex and changes often. For legal advice, please ask a lawyer.