In this article, we will learn how to write a warning letter to employee for breach of policy.
Writing a warning letter to an employee who has broken a company policy is one of the most effective ways to set a strong example for others in the workplace.
Here are a few tips to help you write the perfect warning letter to an employee:
- Describe the seriousness of the violation.
- Identify the policy or rule the employee broke.
- Remind the employee of the consequences of breaking a company policy.
- Give the employee a chance to respond to the charge.
- Explain how you will deal with the situation if the employee does not respond.
Let’s dive into some examples.
Warning Letter To Employee For Breach Of Policy
Here Are Some Samples To Guide You.
Sample #1
Hello Employee,
We are writing to you to remind you of our policy regarding the use of company resources for personal use.
We understand that you may have used company resources for personal use in the past, and we want to make sure that this doesn’t happen again.
We are disappointed that you have violated our policy and we want you to know that we are taking this matter seriously.
We have notified the authorities and we will be filing a complaint against you with the Human Resources Department.
We appreciate your cooperation in this matter.
Sincerely,
Your Manager
Sample #2
Dear Employee,
We are writing to you to remind you of our policy concerning the use of company resources for personal purposes.
It is our policy that employees must use company resources for the benefit of the company and not for their own personal use. This includes using company computers, phones, and other resources for personal use.
We understand that you may have had unavoidable circumstances that prevented you from following our policy, but we ask that you please take steps to rectify the situation and ensure that future occurrences are avoided.
Thank you for your cooperation with this policy.
Sincerely,
[Your Name]
Sample #3
Dear Employee,
We are writing to you to remind you of the policy that is in place at our company regarding the use of personal devices in the workplace.
It is our policy that employees are not to use their personal devices in the workplace, except in cases where they are using their devices for work-related purposes. We have a number of policies in place to help us enforce this policy, and if you are found to have violated it, we will take appropriate action.
We appreciate your cooperation in upholding this policy and in keeping our workplace clean and organized.
Sincerely,
Your Manager
Sample #4
Hello [Employee],
We are writing to you to inform you that your recent behavior has violated our policy on workplace conduct. Specifically, your recent conduct has involved violating the confidentiality of information shared within our organization.
We take our commitment to confidentiality seriously and expect all employees to respect the privacy of the information they are entrusted with. We have a strict policy against any form of workplace misconduct that jeopardizes the confidentiality of information.
We regret to have to impose any disciplinary action against you, but we believe that this is the only appropriate response in this situation. We hope that you will take this opportunity to reflect on your actions and take steps to ensure that future instances of misconduct do not occur.
Thank you for your attention to this matter.
Sincerely,
[Name]
Sample #5
Hello Employee,
We are writing to you to let you know that you have breached our policy on confidentiality. As a result, we have decided to take appropriate action.
This policy is important to us, and we take it very seriously. We expect our employees to respect it and understand that any breach of it will be dealt with accordingly.
We apologize for the inconvenience this may have caused you, and we ask that you please take corrective action to address the situation.
Thank you for your understanding and cooperation.
Sincerely,
[Your Name]
Warning Letter To Employee For Breach Of Policy #6
Hello Fellow Employee,
We are writing to you to remind you of our policy prohibiting unauthorized access to company information. As you are aware, our information security policies are important to us and we take violations of these policies very seriously.
Recently, we became aware that you were accessing company information without authorization. We take this matter very seriously and we have determined that you have violated our policy.
As a result, we have decided to suspend your access to company information until we can determine that you have corrected the situation.
We hope that you will take this opportunity to learn and abide by our information security policies in the future.
Sincerely,
The Human Resources Department
Sample #7
Hello [Employee],
We hope this letter finds you well. We are writing to inform you that you have violated company policy by using company computer resources to access and view unauthorized pornography.
We take our responsibility as a company to maintain a safe and secure environment very seriously. Our policy forbids employees from using company resources to view pornography.
We have placed a temporary restriction on your computer access until you have corrected the situation. We also suggest that you seek counseling to help you address the underlying problem that led to this violation.
Thank you for your attention to this matter.
Sincerely,
[Your Name]
Sample #8
Dear Employee,
We are writing to you to remind you of our policy regarding the use of social media.
As you are aware, our company firmly believes that social media is an important tool for communication and collaboration.
However, we also have a policy that prohibits employees from using social media to engage in personal activities that interfere with their work or negatively impact the company’s reputation.
We have noticed that you have been using social media to post personal messages and photos that are unrelated to your work. We believe these activities are interfering with your work and are damaging the company’s reputation.
We ask that you immediately stop using social media to post these types of messages and images. If you cannot do so immediately, please let us know what steps you will take to comply with our policy.
Thank you for your cooperation.
Sincerely,
[Your Name]
Sample #9
Hello [Employee],
We are writing to you to inform you that you have breached our policy regarding communication with other employees.
As a result of your actions, we have decided to write you up and suspend your employment.
We appreciate your hard work and commitment to our company, but your actions have caused significant damage and we cannot continue to allow them to continue.
We hope that you will take this opportunity to reflect on your actions and make changes that will ensure that this does not happen again.
Thank you for your time and effort.
Sincerely,
[Your Name]
Sample #10
Dear Employee,
We are writing to you to remind you of our policy regarding workplace communication.
As you are aware, our policy requires that all communication in the workplace be conducted in a professional and constructive manner. This includes both verbal and written communication.
We are disappointed to learn that you have violated this policy by sending an email to your colleague that was inappropriate and inflammatory.
This type of behavior is unacceptable and will not be tolerated. We expect you to take steps to ensure that you do not violate this policy in the future.
Thank you for your cooperation in upholding our policy.
Sincerely,
[Your Name]
How To Write A Warning Letter To Employee For Breach Of Policy
When an employee breaches a company policy, it is important to take action. There are a few key steps to follow when issuing a warning letter to an employee.
1. Identify the policy that was violated
Be sure to identify the specific policy that was violated. This will help to keep the warning letter specific and help to ensure that the employee understands why they were issued the warning.
2. Explain the consequences of violating the policy
Explain the consequences of violating the policy. This will help the employee understand why they were issued the warning and what they need to do to avoid further penalties.
3. Follow up with the employee
Follow up with the employee. This will ensure that they are aware of the consequences of violating policy and that they are taking steps to comply.
4. Take appropriate action if the employee does not comply
If the employee does not comply with the warning letter, take appropriate action. This may include suspensions, termination, or other penalties.
5. Keep records of warning letters
Keep records of warning letters. This will help to ensure that the warning letters are effective and that appropriate action is taken.