The Termination Warning Letter is a crucial employment document used when an employee's performance or conduct requires formal intervention. It represents a critical step in the progressive discipline process under U.S. employment law, typically issued after verbal warnings have proven ineffective but before termination. The letter should clearly document specific issues, set measurable improvement goals, and establish a reasonable timeline for correction. This document serves multiple purposes: it provides clear notice to the employee, creates a legal record of the warning, and demonstrates the employer's fair treatment and due process in case of eventual termination.
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1. Date and Address Block: Current date and employee's full contact information
2. Subject Line: Clear indication this is a formal warning letter
3. Specific Issues: Detailed description of performance/conduct problems
4. Previous Warnings: Reference to prior verbal/written warnings if any
5. Expected Improvements: Clear, measurable performance/behavior expectations
6. Timeframe: Specific period for improvement
7. Consequences: Clear statement of potential termination if no improvement
1. Performance Improvement Plan: Detailed action plan for improvement when addressing complex performance issues requiring structured improvement
2. Support Resources: Available company resources to help improvement, included when company offers training or assistance programs
3. Meeting Schedule: Proposed check-in meetings to review progress, included for cases requiring close monitoring
1. Performance Records: Copies of relevant performance reviews or incident reports
2. Company Policies: Relevant sections of employee handbook or policies violated
3. Acknowledgment Form: Employee signature form confirming receipt of warning
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