Early Warning Notice Template

Warning letters are documents issued in violations of company policy. The purpose of a warning is to inform others of their unacceptable behavior, poor performance or behavior, and the consequences of their actions. If an employee continues to violate company policy after a verbal warning, they will be notified in writing to protect the company from future disputes.

How to write an Early Warning Notice?

A warning letter is a formal letter to a person or organization as a means of communication. Warning letters (to students, teachers, etc.) are also issued by schools, universities, government agencies, business organizations, etc. as a disciplinary measure. The main purpose of a warning letter is to let people know about their mistakes and what needs to be corrected when there is room for improvement. When you noticed that someone is not respecting the procedures and rules prescribed by the company for their staff while carrying out their duties at the workplace, it's important to give a verbal and written warning. The warning letter should clearly describe the problem caused by the employee in order to provide the employee with a fair and reasonable opportunity to change their course of action. Companies can address employee-related issues by issuing a warning letter and taking corrective action. More specifically, when you find staff in violation of guidelines for Employees at Work Handbook, which was handed over to you during their onboarding procedure, they need to be properly informed and it must been registered in your HR systems.

Guidelines for writing a warning letters:

• Determine the reason for writing the warning letter. There will be an outcome for your warning also.
• Discuss the situation with others at the management level so you can get some useful insights. Determine who will actually write the letter and who will deliver it.
• You wrote a warning that could become a legal document, so you should always use formal guidelines. This will ensure that your written warnings are taken seriously and have the desired effect.
• Violating company policy can lead to termination. If you have an employee handbook, copy the policy or policies rule that was broken include it in your warning letter.
• Make sure to include all of the important details in your description of the incident, including when it happened, what transpired, and who was involved. This will help ensure that your account is convincing and persuasive.

Early Warning Notice Template

Dear Sir/Madam {{Name}},

This letter confirms that I called you today in accordance with the {{Company}}’s discretionary Early Warning Notice process.  During our telephone conversation, I notified you that the {{Company}}’s Office of Enforcement is considering recommending that the {{Company}} take legal action against your client {{Name}}, and I offered your client the opportunity to make an Early Warning Notice submission.  As we discussed, the staff expects to allege that your client violated {{…}}.  In connection with the contemplated action, the staff may seek {{…}} against your client.  

An Early Warning Notice submission is a written statement setting forth any reasons of law or policy why your client believes the Bureau should not take legal action against {{HIM, HER, IT}}.  Any facts presented or factual assertions relied upon by your client in the written statement must be made under oath by someone with personal knowledge of such facts.  The written statement shall be submitted on 8.5 by 11-inch paper, double spaced, in at least 12-point type, and no longer than 40 pages, and must be received no later than {{DATE – 14 CALENDAR DAYS AFTER TELEPHONE CALL}}.  To ensure timely delivery, any submission should be e-mailed to {{mail id}}, or hand-delivered to me at: {{Company}}.  Please inform me by no later than {{DATE – 7 CALENDAR DAYS AFTER TELEPHONE CALL}} whether your client will be making a submission.   

Please be advised that the {{Company}} may use information contained in any submission as an admission, or in any other manner permitted by law, in connection with {{Company}} enforcement proceedings or otherwise.  For your information, I have enclosed a copy of the Early Warning Notice bulletin.  Please also be advised that submissions may be discoverable by third parties in accordance with applicable law.

As described more fully in the bulletin, this letter does not create or confer upon any person any substantive or procedural rights or defenses that are enforceable in any manner. If you have any questions, please contact me at {{Phone Number}}

Yours sincerely,

Download this Warning letter template now for your free and easy use. Print out your Warning letter template now, in order to make sure you will grab your readers’ attention! Fast, safe and easy!