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Final Warning Letter

Final Warning Letter

When do you write a final warning letter, and how do you go about writing one? Here are some examples that will help you understand how such a letter is written. Take a look.
Penlighten Staff
Last Updated: May 12, 2018
A final warning letter is the last effort made by any organization toward its member(s) regarding performance or behavior, with the hope of eliciting a positive response by suggesting the use of some very serious measures, should no positive action be taken almost immediately. This way, the person to whom the warning be issued cannot have any excuse for their poor performance in any aspect.

Now, writing a warning letter requires you to be a little stern and should exhibit the seriousness that you are trying to express. It is a formal letter that is polite yet clearly conveys the repercussions of ignoring it. Before we go ahead to looking at some samples of final warning letters, here are some quick tips on writing one effectively.
  • A warning letter states clear facts about the performance, say of an employee or a student, in relation to the organization's demands and expectations. This is what is first mentioned in the letter.
  • There is no room for beating around the bush in such a letter. It has to specifically state the point in question and demand immediate correction of the situation.
  • In this letter, you will also clearly specify the change you expect from the person in question. It has to be quick and positive.
  • Finally, you provide a time limit within which you expect the necessary action to be taken. Be stern so that your message is effectively communicated. Also, state the action that will be taken should the letter be ignored.
Samples

Given below is a sample warning letter for an employee's poor conduct. You may modify this letter to include any other aspect of performance that you expect from an employee.

Example of Final Warning Letter for Employees

Date:

To,
Name of Employee
Address of Employee

Employee Code:

Dear Ms./Mr.,

Sub: Final Warning Before Termination

It has come to our notice that in spite of several warnings, you have failed to make any changes in your conduct toward your colleagues and seniors over time. This matter was first brought to your notice three months ago (mention date), following which you had reassured us that you would make the necessary changes as early as possible.

Ours is an organization that expects exceptionally high standards of conduct from its employees in matters of communication with every individual who belongs here, be it a superior, a colleague, or a subordinate. We now have no alternative but to inform you that if you do not show the necessary improvement in the near future, you will be liable for termination from the organization without notice.

We expect to see a suitable improvement in your conduct based on the suggestions provided to you in the previous warning letters by the end of this month (mention specific date).

Thank you.

Sincerely,

Signature

Manager's Name
Designation
Name of Organization

Another example given below is for students who have failed to perform in school. As is the case with the letter above, even this letter may be modified to approach any other subject that is affecting the student and the school in general.

Example of Final Warning Letter for Students

Date:

To,
Name of Parent
Address of Parent

Student Roll No.:

Dear Ms./Mr.,

Sub: Final Warning Before Expulsion

This is to inform you that your child (name of child) has been continually failing to perform in class and does not complete the assignments given to him even after being given more time than the rest of the students in the class. Several warnings were issued to you in the past, but you have failed to heed them, which is evident from the continuous dismal performance by your child.

This is a final warning that is being sent to you by us, an ignorance of which can have serious ramifications, namely expulsion of your child from our school. We have given him enough time to show an improvement and bring forth his true talent, which we are sure he possesses, but which he fails to exhibit.

We expect you to take immediate serious action to help your child improve his performance, and expect to see some positive result by the end of this month (mention date). Our teachers are available for help in this regard should you require any assistance in bringing about a significant improvement in your child's performance.

Thank you.

Sincerely,

Signature

Principal's Name
Designation
Name of School

These examples should have given you an idea about the way in which a final warning letter is written. Keep it short and to the point to have your message sent across effectively.