Dismissal Warning Letter Template for Philippines

The Dismissal Warning Letter is a crucial document in Philippine employment law, serving as part of the mandatory due process requirements before termination. It must be issued in compliance with the Labor Code of the Philippines and related DOLE regulations, particularly adhering to the "two-notice rule." This document is typically used when an employee has committed serious misconduct, demonstrated poor performance, or violated company policies that could warrant termination. The letter must clearly state the specific allegations, provide the employee with a reasonable opportunity (usually 5 working days) to explain their side, and outline potential consequences. It serves as both a formal warning and a legal document that may be used in future termination proceedings or labor disputes. The content and delivery of this document must be properly documented and witnessed to ensure legal compliance and protect both employer and employee rights.

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

2. Subject Line: Clear indication that this is a warning letter/notice to explain

3. Specific Violations: Detailed description of the misconduct or performance issues, including dates, times, and specific incidents

4. Company Policies Reference: Citation of specific company policies, rules, or regulations that have been violated

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

6. Impact Statement: Explanation of how the employee's conduct affects the company, colleagues, or work environment

7. Corrective Actions Required: Clear statement of expected improvements or changes in behavior

8. Consequences: Statement of potential consequences if behavior continues, including possible termination

9. Response Period: Specification of the timeframe (typically 5 working days) for the employee to submit their written explanation

10. Acknowledgment Section: Space for employee signature, date, and witness signatures to confirm receipt