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The Disciplinary Warning Letter is a crucial document in Hong Kong's employment context, serving as a formal written record of disciplinary action taken against an employee. It is typically used when verbal warnings have proven ineffective or when the severity of the misconduct warrants immediate written documentation. The letter should be drafted in compliance with Hong Kong's Employment Ordinance (Cap. 57) and related legislation, including the Personal Data (Privacy) Ordinance and various anti-discrimination ordinances. The document forms part of the employee's personnel record and may be referenced in future employment decisions or legal proceedings. It should clearly state the nature of the misconduct, reference relevant company policies, outline expected improvements, and specify potential consequences of non-compliance. The letter plays a vital role in establishing a fair and transparent disciplinary process while protecting both employer and employee interests.

1. Letter Header: Company letterhead, date, reference number, and classification (e.g., 'Private and Confidential')

2. Recipient Details: Employee's full name, position, department, and employee ID

3. Subject Line: Clear indication that this is a warning letter

4. Incident Details: Specific description of the misconduct or performance issue, including dates, times, and relevant facts

5. Policy Reference: Reference to specific company policies, procedures, or employment terms that have been violated

6. Previous Communications: Reference to any verbal warnings or discussions about the issue

7. Expected Standards: Clear statement of the company's expectations and required standards of behavior/performance

8. Consequences: Statement of what will happen if behavior/performance doesn't improve

9. Improvement Plan: Specific actions required from the employee to rectify the situation

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