Written Warning Requirements

Question to Ask the Workplace Doctors about requirements for written warnings: 

I have just been reading up on Written Warnings and have a couple of questions.

1) If there was not a date, time and place of the offence on the written warning is this still valid?

2) Should a written warning be about the same issue and what’s the time frame for these before a  formal warning (level two) can be issued?

3) If the previous warning was about an issue over 12 months ago, does this mean the next warning would result as a written warning (level one) again?

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Proper Way To Provide A Written Warning

Question to Ask the Workplace Doctors about procedure for writtenwarnings:

What are the proper HR procedures to follow when providing a written warning to an employee?

Signed, Want To Do It Right

Dear Want To Do It Right:

There are some general principles for written warnings, but they are company specific and should be stated in its policy handbook. For detailed advice consult the resources are available on the Internet, such as those referenced in this answer: Rules of Employee Discipline By Linda Covella, eHow Contributor Read more: Rules of Employee Discipline | eHow.com http://www.ehow.com/list_5932634_rules-employee-discipline.html#ixzz1d6lKzzvE “Written Warning · If the employee repeats the infraction or performs some other action that violates the company rules, you should give her a written warning. This should include a clear explanation of the violation. You can also add information about the previous verbal warning. The written warning should state what the employee needs to do to improve her conduct. Make sure she reads and understands the document, and then have her sign and date it. You and/or your manager should also sign and date the warning. “Final Written Warning · When your employee continues to disobey company policy, you should issue a final written warning. You basically repeat the same process as the first written warning. But the document should say this is the employee’s final warning, and if he continues the infractions, it will be grounds for firing. Again, have the employee sign and date the report to show he understands the warning, and you and/or your manager should also sign and date it.” Dan Kearney, HR Manager for Harvest Valley Bakery, LaSalle, IL said that he prepared disciplinary policy drawn from that used by many companies. Dan advises: “It’s not that simple. First of all, it should be spelled out in the employee handbook what the procedures are. It should NEVER be a mystery to the employee.”Secondly, it all depends on what the issue is the employee is being warned about. It could be an egregious matter like calling someone the “N” word to minor one such as excessive tardiness. Attached is the FedEx HR Manual for FedEx National LTL which is now part of FedEx Freight. · FedEx HR MANUAL.doc Download all Dan shared an online file with you and it’s saved on SkyDrive. To view this file, just click the link above.” Buzzle.com provides a template for a written warning. http://www.buzzle.com/articles/written-warning-letter-template.html and advises that the infraction(s) be specific: “A written warning letter template specifies the exact cause of warning and is indirectly a signal for the employee, that if he/she is not going to amend his/her ways, the company will be compelled to throw him/her out of the firm.” Does this answer your question? Working together with hands, head, and heart takes and makes big WEGOS, and that applies to how and when and for whom warnings are given. They are intended to make none look bad and all better able to work harmoniously.

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Requirements for Written Warnings

Question to Ask the Workplace Doctors about time between written warnings:

What amount of time must pass between written warnings?

Signed, Researching

Dear Researching:

Unless there is a contract requiring certain actions about discipline, there is no required amount of time between written warnings. It depends upon the offense being warned about and the personnel rules of the organization. Someone could receive a written warning in the morning and another one in the afternoon, if he or she violated two rules or if the same rule was violated twice and the manager decided to give a written warning for both of those things. Some organizations use a progressive discipline approach, where repeated violations of the same policy or rule results first in a verbal warning, then a written warning, loss of time off, loss of money, then dismissal. These could happen within a short amount of time or be spread out over days, weeks or months. Or, the organization could decide that any of the occasions are so severe as to require dismissal. So, that is the long answer to your question: There is no required amount of time, unless your particular organization has developed their own requirement. Best wishes in your work.

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