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The Discipline Warning Letter is a crucial document in South African employment law, used as part of progressive disciplinary procedures. It serves as a formal notification to employees regarding misconduct or performance issues, ensuring compliance with the Labour Relations Act and related legislation. This document should be issued when verbal warnings have not achieved the desired outcome, or when the severity of the misconduct warrants immediate written warning. The letter must detail specific incidents, reference relevant company policies, outline expected improvements, and state potential consequences of non-compliance. It forms part of the employee's permanent record and may be referred to in future disciplinary actions. The document must follow principles of procedural fairness and substantive fairness as required by South African labor law, including the right to be heard and the right to representation. Proper documentation through such warning letters is essential for employers to demonstrate fair labor practices and protect themselves in potential disputes or CCMA (Commission for Conciliation, Mediation and Arbitration) proceedings.

1. Company Letterhead and Date: Official company letterhead with full contact details and date of issuance

2. Employee Information: Full name, employee number, position, department, and length of service of the employee

3. Subject Line: Clear indication that this is a disciplinary warning letter and the level of warning (first, final, etc.)

4. Description of Misconduct: Detailed description of the incident(s) including dates, times, and specific behaviors that constituted the misconduct

5. Company Policies Violated: Reference to specific workplace policies, procedures, or rules that were breached

6. Impact Statement: Description of how the misconduct affects the workplace, colleagues, or business operations

7. Corrective Action Required: Clear statement of expected behavior and specific actions the employee must take to correct the situation

8. Consequences: Statement of what will happen if behavior continues or similar incidents occur

9. Duration of Warning: Specific period for which the warning remains active

10. Acknowledgment Section: Space for employee and employer signatures, date, and witness signatures