The Written Warning Letter is a crucial HR document used in Dutch employment relationships when formal documentation of employee misconduct or performance issues is necessary. It serves as an essential step in the progressive discipline process under Dutch employment law, typically following verbal warnings or informal discussions. This document must comply with the Dutch Civil Code (Burgerlijk Wetboek), privacy regulations (GDPR/AVG), and anti-discrimination laws. The Written Warning Letter should be used when there's a need to formally document workplace issues, establish clear expectations for improvement, and create a paper trail that could potentially support future employment decisions. It's particularly important in the Netherlands, where employment protection is strong and proper documentation is crucial for any potential dismissal proceedings.
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1. Letter Header: Company letterhead, date, and formal business letter formatting
2. Recipient Details: Employee's full name, position, department, and employee ID if applicable
3. Subject Line: Clear indication that this is a formal written warning
4. Incident Description: Specific details of the misconduct or performance issues, including dates and situations
5. Previous Communications: Reference to any verbal warnings or previous discussions about the issue
6. Impact Statement: How the behavior affects the workplace, team, or company
7. Required Improvements: Clear description of the expected changes in behavior or performance
8. Consequences: Statement of potential consequences if improvement is not shown
9. Closing: Signature block with manager's name, title, and signature
1. Improvement Plan: Detailed action plan with specific steps for improvement - include when significant performance issues need structured resolution
2. Timeline for Review: Specific dates for follow-up meetings and performance review - include when setting concrete improvement milestones
3. Employee Assistance Resources: Information about available support services - include when appropriate to the situation and available through the company
4. Union Representative Notice: Reference to union involvement rights - include when employee is under collective labor agreement
5. Employee Response Section: Space for employee comments and signature - include when company policy requires documented employee acknowledgment
1. Previous Warning Documentation: Copies of previous verbal or written warnings if referenced in the letter
2. Performance Data: Relevant performance metrics, attendance records, or other supporting documentation
3. Improvement Plan Template: Structured template for tracking improvement goals and progress
4. Relevant Company Policies: Excerpts from employee handbook or policies related to the infraction
5. Meeting Notes: Documentation of relevant discussions or meetings about the issue
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