Warning Letter Process
Dear HR Community,
Further to the previous discussion on issuing warning letters, I was wondering how you go about giving warning letters to employees.
Is the process:
1. HR to prepare and issue the letter and talk directly to the affected employees, or
2. HR to prepare the letter and pass the letter to HOD and have them speak to the affected employee, or
3. HR will sit in together with HOD and speak to the affected employee.
We are a manufacturer and retailer of luxury products.
Please indicate your views using the form below.
Thank you in advance for your views and comments.
How do you go about giving warning letters?
HR to prepare and issue letter and talk directly to the affected employees: 7.41%
HR to prepare the letter and pass the letter to HOD and have them speak to the affected employee: 12.04%
HR will sit in together with HOD and speak to the affected employee: 77.78%
Just hand the employee the warning letter. No need to say anything.: 2.78%
If it's a conduct issue (instead of a performance issue), most of the time HOD doesn't have to be present. HR should be the party leading such conversations that have bearing on the employment relationship.
The conversation between HR and the employee should stress the seriousness of the conduct issue, inform the employee that any subsequent breaches can lead to further disciplinary actions including and termination.
During the conversation, HR should anticipate the employee’s reaction which can include stress/remorse (tears sometimes) and questions from the employee about how this warning might implicate his or her performance grading and/or performance.
HR will need to manage and communicate firmly and with sensitivity. As you can see, there is not much the HOD can value add to the outcome conversation. That said, as HR I will still keep HOD informed about the warning letter, so they can look out for future breaches within their depts.
In fact, in matters concerning discipline, this conversation isn't actually the most delicate piece. I would say that ensuring a fair investigation and giving the employee the opportunity to clarify his/her position in coming to a finding of any violation, might be the more challenging piece. Ensuring fairness will necessarily warrant due process, sufficient documentation, and careful judgment (avoid he say she say situations). hope this helps! - Claire
HR will sit in together with HOD and speak to the affected employee. - Eva
HR will sit in together with HOD and speak to the affected employee. HOD would understand the situation better and better advise the affected employee. HR can be there to give support to either the HOD or employee when in distress, and also as a witness should any conflict arises. - Angel
Normally, we will sit in If it is recurrence and at the stage of issuance of 2nd warning letter. The purpose is to send them a stern message that subsequent recurrence may cause termination. - Wendy
HR will sit in together with HOD and speak to the affected employee. - Yvonne
HR is present to be a neutral party in the process. - Cherie
Hear the employee out and get his/her side of the story. - Jennifer
In our company - depending on the severity of the matter, HR will prepare the warning letter and sit down with HOD to serve the letter. We always practice having at least two persons when serving warning letters to staff.
For minor issues, we use a counseling sheet instead, in which we indicate that EE has been counseled and verbally warned. This usually is handed by the HOD only. The counseling sheet is passed on to HR once completed. - Lucy
HR shall get the detailed contents from HOD and prepare the letter before meeting the employee together with the HOD. - Canny
I believe the correct procedure will be for HR personnel to inform the Head (of the employee who is issued the warning letter). As it is a warning letter (not termination of services), the Head will need to speak with the employee’s reporting manager on this as well.
Thereafter, to arrange for a date and time to meet up with the employee on this issue of the letter. Carrying out / practicing correct and sympathetic procedures will protect the company as well as the image protection/projecting to the existing employees. - Sally
We will go with option 3. - TLL
The manager should take ownership when communicating disciplinary matters with HR support and advise. - Sharen