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The Termination Warning Letter is a crucial document in Philippine employment law, serving as the initial formal notice in the termination process. It is used when an employee has committed serious infractions, demonstrated poor performance, or violated company policies that may warrant termination. This document must comply with the Department of Labor and Employment (DOLE) requirements, particularly the two-notice rule, which mandates that employees receive proper notification and opportunity to explain before any termination decision. The letter typically includes specific details of violations, reference to company policies, request for explanation, and potential consequences. It serves both as a formal warning and as legal documentation of due process, protecting both employer and employee rights under Philippine labor laws.

1. Header and Date: Company letterhead, date, and reference number if applicable

2. Employee Information: Complete name of employee, position, department, and employee ID

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

4. Specific Violations: Detailed description of the infractions or performance issues, including dates, incidents, and specific company policies violated

5. Impact Statement: Explanation of how the violations affect the company, team, or work environment

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

7. Request for Explanation: Formal request for the employee to provide a written explanation within a specified timeframe (usually 48 hours to 5 days)

8. Potential Consequences: Clear statement of possible disciplinary actions, including potential termination

9. Closing: Signature lines for the supervisor/manager and HR representative