Sample Letters

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Letter for Formal Warning About Policy Infraction

Employee problems should always be handled face-to-face first. However, it is often necessary to follow-up with a written warning which can be placed in the employee's personnel file to serve as reference in the event that the employee must be terminated at a later date.

1234, Main Street
Boston, MA 02123


<Recipient Address Goes Here>


As we discussed in our meeting <time of meeting>, <review topic of discussion>.

There often are extenuating circumstances that cause us to violate company policy from time to time, but when the behavior is frequent, it causes a hardship on co-workers and decreases overall productivity.

Please consider this a formal warning that this behavior can no longer be tolerated. We value our employees and if there is something we can do to help the situation, please let me know. In the meantime, I will expect you to <expectation>.


Jim Karter

encl: <List of enclosed items goes here>

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