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The Dismissal Warning Letter is a critical document in South African employment relationships, used when formal disciplinary action is required but dismissal is not yet warranted. It serves as an essential element of progressive discipline, complying with the Labour Relations Act 66 of 1995 and related employment legislation. The document is typically issued after verbal warnings have proven ineffective or when the severity of the misconduct or performance issue requires immediate formal documentation. A properly drafted Dismissal Warning Letter should clearly state the nature of the offense, reference any previous warnings, outline expected improvements, specify timeframes, and detail potential consequences of non-compliance. It plays a crucial role in establishing a fair dismissal process should termination eventually become necessary, protecting both employer and employee rights under South African law.

1. Letter Header: Company letterhead, date, reference number, and marked as 'Private and Confidential'

2. Employee Details: Full name, employee ID, position, department, and direct supervisor of the employee

3. Subject Line: Clear indication that this is a warning letter (e.g., 'Written Warning: Misconduct/Poor Performance')

4. Nature of Violation: Detailed description of the incident(s), misconduct, or performance issues, including dates and specific examples

5. Impact Statement: Explanation of how the behavior affects the workplace, colleagues, or business operations

6. Expected Behavior: Clear statement of the expected conduct or performance standards

7. Corrective Action: Specific steps the employee must take to address the issue

8. Consequences: Clear statement of what will happen if behavior continues or improvements are not made

9. Acknowledgment: Space for employee and employer signatures, date, and witnesses