how to deliver a written warning
TRANSCRIPT
How to Deliver aWritten Warning
Wright & Supple LLP
Mary E. Wright 650-248-6490Oriet Cohen-Supple 510-4955749
What is a “written warning?”
• A disciplinary action
given by a supervisor to
a subordinate employee.
It identifies:
– observed performance
deficiencies or misconduct
of an employee and
– the employer’s
expectations of improvement.
Written Warning
What is a “written warning?”
• A written warning
provides notice to the
employee of the
consequences for failure:
– to improve and/or
– meet those expectations.
Written Warning
What is the purpose of a “written warning?”
• To provide notice to an
employee that:
– they are not meeting
employer expectations
and
– there could be disciplinary
consequences for failure to improve.
Written Warning
A written warning is considered a formal disciplinary action.
What should the “written warning” contain?
• A written warning should:
– Identify the observed:
• misconduct or
• performance deficiencies
• It must communicate
whether the conduct:
– violates company policy,
– constitutes affirmative
misconduct or
– demonstrates inadequate performance.
Written Warning
What should the “written warning” contain?
• A written warning should:
– Request improvement within
a certain period of time, and
– Identify the consequences
of failure to meet those
expectations.
– State the manner or means
for corrected behavior. For
instance:
• further training or instruction,
• constructive conversation with
coworkers or
• improve work habits or ethics.
Written Warning
How is the “written warning” delivered to the employee?
• By a supervisor or
manager;
• In a face to face meeting.
• With a 3rd person as
witness
– From human resources or
administration,
– Primary purpose is to be
an observer and note taker.
Written Warning
How is the “written warning” delivered to the employee?
• Go over the warning
point by point with the
employee;
• Explain expectations in
detail.
• Answer questions about:
– How improvement is to be
accomplished and;
– Consequences for failure to meet expectations.
Written Warning
Who signs the “written warning?”
• Who signs?
– Supervisor who gave the warning to the employee;
– Witness to acknowledge his or her participation; and
– Human resources rep who created or reviewed written warning before it was given.
Written Warning
Who signs the “written warning?”
• Who signs?
– Employee should be asked to sign the document.
– Supervisor should explain:
• execution does not constitute agreement
• Execution acknowledges attendance at meeting and receipt of document.
Written Warning
Who signs the “written warning?”
• If the employee refuses
to sign the written
warning, supervisor
should note:
– “Employee Declined to
Sign” beside the blank
signature line.
– Write down the
employee’s reason if given.
Written Warning
Does the employee get a
copy of the “written warning?”
• Yes.
• The employee should get
a copy regardless of
whether they:
– Agree with the content or
– Signed it.
Written Warning
Should the meeting be documented?
• Absolutely
• The witness is a note taker.
• Record:
– Date, time, place, attendees and length of meeting
– What was said by anyone in the room as close to verbatim as possible
• Document is factual not editorial
Written Warning
Where is the “written warning” stored?
• The employee’s personnel file.
• Copy attached to the meeting documentation:
– Documentation and copy placed in a file separate from personnel file.
– Separate file marked: “Prepared in anticipation of litigation.”
– Stored by HR or legal staff.
Written Warning
Warning Form
• Name of Employee:
• Date of Issue:
• Date of Incident
• Position:
• Department:
• Supervisor:
Warning Form
• INSTRUCTIONS: Specifically state the
problem in terms of date, description and
location of the occurrence, the names of
the individuals involved, and, where
relevant, a statement of the action needed
to correct the situation.
Warning Form
• DOCUMENTATION: This warning is
being issued due to the following
performance problems or incidents of
misconduct. You must correct these
problems within ______ days. If you fail to
do so, you will be subject to further
disciplinary action, including the possibility
of immediate termination.
Warning Form
• A complete description of the observed
misconduct, performance deficiency or
violation of company policy.
• Signatures:
– Employee
– Supervisor
– Witness
Of course, nothing in California is that easy.There are all sorts of factual twists that canchange the way this material applies in your particular situation.
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Nothing takes the place of advice from a lawyer who knows you and your business,and who understands the laws of the state in which your business is located.
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