Warning Letter Before Termination Template for Philippines

The Warning Letter Before Termination is a crucial document in Philippine employment law, serving as the first notice in the mandatory "two-notice rule" requirement for employee termination. It is used when an employer identifies serious misconduct, willful disobedience, gross negligence, or other just causes for termination as defined in the Labor Code of the Philippines. The letter must specifically detail the charges against the employee and provide them with reasonable opportunity to explain their side, typically within 5 working days. This document is essential for maintaining procedural due process and protecting both employer and employee rights under Philippine labor laws. Failure to properly execute this warning letter can result in claims of illegal dismissal, making it a critical tool in proper employment termination procedures.

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 Before Termination

3. Violation Reference: Specific details of the company policy, regulation, or law that has been violated

4. Incident Details: Detailed description of the specific incidents, including dates, times, and circumstances of the violations or misconduct

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

6. Impact Statement: Explanation of how the employee's actions have affected the company, other employees, or work operations

7. Required Corrective Actions: Clear statement of what the employee needs to do to correct the situation

8. Consequences: Explicit statement that failure to address the issues may result in termination

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

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