Written Warning Memo Format

State the reason(s) for the discipline - unsatisfactory performance; failure to maintain regular and satisfactory attendance; inappropriate conduct, etc. and quote the rule(s) of conduct violated.

For example:

"You are being issued this written warning for failure to maintain regular and satisfactory attendance. This is in violation of Classified Staff Policy #401, Rules of Conduct, specifically:

1. Absence without legitimate excuse and/or failure to follow departmental notification procedures.
2. Chronic or repeated absenteeism resulting in failure to perform assigned duties or impairment of the operation of the work unit."

State the facts, give specific examples, list witnesses, dates, etc., that verify the substandard performance/behavior. Explain the impact that this has had on operations.

For example:

"I am giving you this written warning because during the past six months you have failed to follow the department call in procedures on 2 occasions in the last month. You also had unexcused absences on [dates]. As a result of your conduct, the department has missed 10 shipment deadlines.":

Describe any past discussion, previous corrective actions (e.g. verbal warnings, coaching/counseling), etc., that are relevant to the current problem or similar in nature to the current problem.

For example:

"On [date], you received a verbal warning regarding your attendance.":

Give the behavior and/or performance that must be achieved to be considered satisfactory. State outcomes to the extent possible with specific actions detailed only as necessary. Also, state that once the improved level of performance/behavior is achieved, it must be maintained.

For example:

"This is your opportunity to correct your unsatisfactory performance and/or behavior. I need someone to successfully fulfill the duties of their position and I hope that is you. In order for your performance/behavior to be considered satisfactory, you must achieve and maintain the following..."

There are 3 paragraphs that are always included in a Written Warning Memo and they will appear automatically on the final draft.