A Warning Letter to Employee is a crucial human resources and legal document used in the Maltese employment context when formal disciplinary action is required. This document is typically issued when an employee has violated company policies, demonstrated poor performance, or engaged in misconduct that requires formal documentation and correction. The letter must comply with Malta's Employment and Industrial Relations Act and related employment regulations, ensuring proper procedural fairness and documentation. It serves multiple purposes: documenting the issue, communicating expectations clearly, establishing a timeline for improvement, and potentially forming part of the groundwork for further disciplinary action if necessary. The document should be drafted carefully to balance legal compliance with clear communication, as it may be referenced in future employment disputes or legal proceedings.
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1. Letter Header: Company letterhead, date, reference number, and formal addressing of the employee with their full name and position
2. Subject Line: Clear indication that this is a formal warning letter
3. Incident Details: Specific description of the misconduct or performance issue, including dates, times, and relevant details
4. Impact Statement: Explanation of how the behavior affects the workplace, team, or company operations
5. Reference to Policies: Citation of specific company policies, procedures, or employment contract terms that have been violated
6. Required Improvements: Clear statement of expected behavior changes and performance improvements
7. Timeframe: Specific period within which improvement is expected
8. Consequences: Clear statement of potential consequences if behavior/performance doesn't improve
9. Support Offered: Description of any assistance, training, or resources the company will provide to help the employee improve
10. Signature Block: Space for signatures of the issuing manager and acknowledgment by the employee
1. Previous Warnings: Reference to any previous verbal or written warnings, used when this is not the first warning
2. Performance History: Brief overview of relevant performance history, used when the warning relates to ongoing performance issues
3. Union Representative: Reference to the employee's right to have a union representative present, included if the employee is unionized
4. Appeal Process: Information about the company's grievance or appeal procedure, included if company policy allows for formal appeals
5. Improvement Plan Reference: Reference to a separate Performance Improvement Plan (PIP), included when a detailed PIP is being implemented
1. Incident Report: Detailed report of the specific incident(s) leading to the warning
2. Witness Statements: If applicable, statements from witnesses or affected parties
3. Performance Data: Relevant performance metrics or documentation showing substandard performance
4. Meeting Notes: Notes from any disciplinary meetings or discussions related to the warning
5. Relevant Policies: Copies of specific company policies or procedures referenced in the warning letter
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