Formal Letter Of Warning To Employee Template for Philippines

A Formal Letter of Warning to Employee is a critical HR document used in the Philippine employment context when formal documentation of employee misconduct, performance issues, or policy violations is necessary. It serves as an essential step in progressive discipline, complying with the Philippine Labor Code and DOLE regulations regarding due process in employee discipline. This document is typically issued after verbal warnings have proven ineffective or when the severity of the infraction warrants immediate written documentation. The letter must be carefully drafted to include specific details of the incident(s), clear references to violated policies, explicit expectations for improvement, and potential consequences of non-compliance, while ensuring adherence to local labor laws and regulations. It forms part of the employee's official record and may be crucial in supporting future disciplinary actions or defending against unfair dismissal claims.

1. Letter Header: Company letterhead, date, reference number, and formal business letter formatting

2. Addressee Details: Employee's complete name, position, department, and employee ID number

3. Subject Line: Clear indication that this is a formal warning letter and the general nature of the violation

4. Incident Description: Detailed account of the specific incident(s) or behavior that prompted the warning, including dates, times, and locations

5. Policy Violation: Clear citation of the specific company policies, rules, or regulations that were violated

6. Previous Discussions/Warnings: Reference to any prior verbal warnings, counseling sessions, or related incidents

7. Expected Behavior: Clear statement of the expected conduct and specific improvements required

8. Consequences: Description of what will happen if the behavior continues, including possible disciplinary actions

9. Improvement Plan: Specific actions or measures the employee needs to take to correct the behavior

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