Discipline Warning Letter Template for Philippines

The Discipline Warning Letter is a crucial document in the Philippine employment context, serving as a formal written notice in the progressive discipline process. It is used 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 Philippine Labor Code requirements, particularly the twin notice rule, which ensures due process in disciplinary proceedings. This document typically follows verbal warnings or minor infractions and precedes more severe disciplinary actions. It protects both employer and employee interests by clearly documenting the issue, providing opportunity for improvement, and establishing a paper trail for potential future actions while ensuring compliance with local labor regulations.

1. Letter Header: Company letterhead, date, and formal addressing to the employee including their full name, position, and department

2. Subject Line: Clear indication that this is a Warning Letter/Notice of Disciplinary Action

3. Incident Details: Specific description of the violation or misconduct, including dates, times, and relevant details

4. Policy Reference: Citation of specific company policies, rules, or regulations that were violated

5. Previous Warnings: Reference to any previous verbal or written warnings, if applicable

6. Expected Behavior: Clear statement of expected conduct and necessary improvements

7. Consequences: Description of potential consequences if behavior continues, including possible termination

8. Acknowledgment: Space for employee signature acknowledging receipt of the warning letter