Written Warning Memo Format
[Letterhead]
Date:
To: Employee's name and title (Do not address to Human Resources or Employee File)
From: Supervisor's name and title
Subject: Written Warning
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..."
Always include a statement in this section that indicates the consequences of non-compliance.
For example:
"Failure to adhere to the conditions of this written warning, development of new or related problems, and/or continued unsatisfactory performance will lead to more serious corrective action up to and including discharge."
These statements are always included at the end of the written warning:
The University's on-campus Employee Assistance Counseling/Consultation (EACC) provides free, confidential counseling to benefits-eligible employees. If you feel that you may benefit from these services, you may contact EACC at 621-2493. The EACC office is located at 1533 East Helen Street.
You have the right to appeal this action through the Staff Dispute Resolution Procedure (Classified Staff Policy #406.0). You may review the classified staff policies referenced in this document online at www.hr.arizona.edu by clicking on "Policies & Procedures" and selecting the Classified Staff Policy Manual. You may contact an Employee Advisor from Human Resources at 626-0850 for assistance in reviewing options available under University policies.
xc: Human Resources Employee Records.
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