The Employee Written Warning Form is a crucial human resources document used in Hong Kong workplace settings when formal disciplinary action is required. It serves as an essential tool in progressive discipline, typically issued after verbal warnings have proven ineffective or for more serious infractions requiring immediate formal documentation. The document must comply with Hong Kong's Employment Ordinance and related employment legislation, including privacy and anti-discrimination laws. This form should be used when there is a need to formally document employee misconduct, unsatisfactory performance, or policy violations, creating a clear record of the issue, expected improvements, and potential consequences. It plays a vital role in establishing a fair and transparent disciplinary process, protecting both employer and employee interests, and potentially serving as supporting documentation if further disciplinary action becomes necessary.
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1. Employee Information: Basic details including employee name, ID, position, department, and length of service
2. Warning Details: Date of warning, type of warning (first/second/final), and name and position of issuing manager
3. Nature of Violation: Clear description of the misconduct, poor performance, or policy violation, including specific incidents, dates, and relevant company policies breached
4. Previous Warnings: Summary of any previous related warnings or disciplinary actions
5. Expected Improvements: Clear outline of the specific improvements or changes required from the employee
6. Timeframe for Improvement: Specific period within which improvement must be demonstrated
7. Consequences: Clear statement of potential consequences if improvement is not shown or further violations occur
8. Acknowledgment: Signature sections for both the issuing manager and employee, including date and acknowledgment of receipt
1. Performance Improvement Plan: Detailed action plan for improvement, used when the warning relates to performance issues rather than misconduct
2. Training Requirements: Specific training or development activities required, included when additional training could help address the issue
3. Employee Response: Space for employee to provide written comments or explanation, included for more serious warnings or when requested by employee
4. Union Representative Details: Information about union involvement, included if employee is unionized and requests representation
5. Appeal Rights: Information about the process for appealing the warning, included for final warnings or when required by company policy
1. Evidence of Violation: Copies of relevant documentation supporting the warning (e.g., attendance records, incident reports, customer complaints)
2. Relevant Company Policies: Copies of specific company policies or procedures that were violated
3. Performance Data: Charts, statistics, or other data demonstrating performance issues, if applicable
4. Previous Warning Records: Copies of previous warning letters or disciplinary documents referenced in the current warning
Relevant legal definitions
Company
Employee
Misconduct
Warning Period
Improvement Period
Performance Standards
Company Policies
Gross Misconduct
Working Hours
Immediate Supervisor
Written Warning
Final Warning
Disciplinary Action
Performance Improvement Plan
Company Premises
Work Rules
Insubordination
Professional Conduct
Workplace
Working Day
Employee
Misconduct
Warning Period
Improvement Period
Performance Standards
Company Policies
Gross Misconduct
Working Hours
Immediate Supervisor
Written Warning
Final Warning
Disciplinary Action
Performance Improvement Plan
Company Premises
Work Rules
Insubordination
Professional Conduct
Workplace
Working Day
Clauses
Employee Identification
Warning Classification
Incident Description
Policy Violation
Performance Standards
Corrective Action
Timeline for Improvement
Consequences
Previous Warnings
Right to Appeal
Confidentiality
Acknowledgment
Record Keeping
Witness Statement
Employee Response
Supporting Documentation
Company Policy Reference
Signature and Date
Distribution of Copies
Privacy Notice
Warning Classification
Incident Description
Policy Violation
Performance Standards
Corrective Action
Timeline for Improvement
Consequences
Previous Warnings
Right to Appeal
Confidentiality
Acknowledgment
Record Keeping
Witness Statement
Employee Response
Supporting Documentation
Company Policy Reference
Signature and Date
Distribution of Copies
Privacy Notice
Relevant Industries
Banking and Financial Services
Retail
Manufacturing
Technology
Healthcare
Education
Professional Services
Hospitality
Construction
Logistics and Transportation
Real Estate
Telecommunications
Media and Entertainment
Public Sector
Non-Profit Organizations
Relevant Teams
Human Resources
Legal
Compliance
Employee Relations
Operations
Management
Administration
Relevant Roles
HR Manager
HR Director
HR Business Partner
Department Manager
Line Manager
Supervisor
Team Leader
Operations Manager
General Manager
Chief Human Resources Officer
Employee Relations Manager
HR Administrator
Compliance Officer
Legal Counsel
Department Head
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