Sample Letter of Warning

February 20, 2008

 

Mr. John Dawson
Accountant
Billing Operations

 

Dear Mr. Dawson:

This letter will serve as a written warning concerning the performance deficiencies which have been the subject of our ongoing review.

As I mentioned in our meeting yesterday, your overall work performance is generally satisfactory.  However, in two key areas I have noticed problems which must be corrected.  The first is the increasing amount of time and frequency of personal phone calls.  You have been observed receiving as many as nine (9) phone calls on the office’s restricted line in a single day.  Moreover, during the last week at least three (3) lasted over 20 minutes.  An occasional call of an emergency or critical nature is understandable.  The number and frequency of your calls is totally unacceptable, and must be stopped.  You have not offered any explanation of these phone calls, so my assessment is based on objective observation.

The second problem is your tardiness in returning from the lunch break.  Within the past two weeks you have exceeded the half hour limit on (4) four occasions, returning between 15 and 45 minutes past your 1:00 break time.  You have now accumulated 120 minutes (2 hours) of tardy time.  Please designate either vacation or accrued holiday time to cover this accumulation.  Unfortunately, since I have seen no improvement in this pattern you are henceforth restricted from using earned time for this purpose and should be aware that all future tardiness will be marked as “0” time, and your pay will be docked effective immediately.

These two problems are gradually affecting your overall  productivity. Unless improvement occurs you are specifically warned that you may receive a less than good rating in your upcoming annual performance evaluation with special reference to “quantity of work.”

Moreover, it may be necessary to take further disciplinary action up to and including dismissal, unless these problems are corrected.  In our discussion we agreed that correction involves a prohibition of personal phone calls and absolute adherence to the half hour lunch break.

You may want to consider further the confidential resources of the Employees Assistance Program.  We have discussed this at some length and I hope you will take advantage of this opportunity.  It is my sincere hope that we will be able to work constructively toward improvement.

 

Sincerely,

 

Pamela Reynolds
Section Chief

 

cc:  Personnel file
Labor Relations
Union (note: NP-2 only)

 

I have received the original of this letter:

 

___________________________________
Employee’s or Representative’s Signature

 

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Date