Warnings are an important workplace tool in helping to ensure that employees understand their employer’s expectations.
They also serve as evidence of a fair performance management process and provide supporting evidence should the employee be terminated.
A workplace warning is defined as a communication, be it verbal, or written, to an employee about their performance or conduct at work. Warnings are a tool used to communicate an identified area where an employee needs improvement, or where their conduct does not meet the required standard.
The aim of delivering a workplace warning is to give the employee an opportunity to improve their workplace performance or conduct.
A written warning should be issued after a warning meeting has taken place. At the conclusion of the meeting, the employee is advised that they will be receiving a written warning in the following couple of days.
Generally, most written warnings will comprise of the following:
-record who was present at the warning meeting
-record the fact that the employee was invited to have a support person present
-outline the conduct or performance which is the reason for the warning
-where appropriate refer to a relevant policy or the employment contract
-refer to previous warnings that were issued
-record the employee’s responses to the matters in issue
-clearly state that the employee needs to improve, including an explanation of the consequences for failure to improve
-where relevant, provide support the employee to improve such as training
-preferably be countersigned by the employee as evidence of their understanding of the warning