Warning letters are formal documents used to address employee performance concerns, behavioral issues, attendance problems, or policy violations.
They help clearly communicate concerns, outline expectations for improvement, and explain possible consequences if the issue continues.
In many countries, local labor laws require employers to follow a progressive disciplinary process before termination can occur. This often includes documenting concerns and providing employees with an opportunity to improve through formal warning letters.
As the legal Employer of Record (EOR), Remote People or our local partner must issue warning letters directly to employees to ensure compliance with local regulations.
When Should a Warning Letter Be Issued?
A warning letter may be appropriate in situations such as:
Performance Issues
When an employee repeatedly fails to meet expected performance standards or goals despite prior feedback or support.
Behavioral Issues
For inappropriate conduct, including harassment, discrimination, insubordination, or other workplace misconduct.
Attendance Issues
For repeated lateness, unauthorized absences, or failure to follow attendance policies.
Policy Violations
When company policies are breached, including safety procedures, confidentiality obligations, or code of conduct requirements.
How to Request a Warning Letter
To ensure legal compliance, warning letters must be prepared and issued by Remote People or the local EOR partner.
Step 1: Document the Issue
Please gather all relevant information and supporting documentation, including:
Dates and details of incidents
Performance concerns or metrics
Previous discussions or verbal warnings
Any supporting evidence
Step 2: Hold a Private Discussion
Before requesting a formal warning letter, discuss the issue privately with the employee whenever appropriate.
Step 3: Contact Remote People
Email and include the following information:
Date the warning letter should be issued
Detailed explanation of the issue
Specific examples and relevant dates
Impact on the team, business, or workplace
Expected improvements or required actions
Possible consequences if the issue continues
Any support being offered to the employee, such as training or coaching
What Happens Next?
After receiving your request:
The Remote People team will review the information provided.
A warning letter will be drafted in accordance with local labor laws.
The draft will be shared with you for review and approval.
Once approved, Remote People or the local EOR partner will issue the letter to the employee.
Depending on local requirements, the warning letter may be delivered digitally or as a physical document. The employee may also be asked to acknowledge receipt by signing the letter.
Important Notes
Issuing a warning letter does not automatically justify termination.
Depending on the country and circumstances, additional steps may be legally required before termination can be considered. This may include further documentation, additional warnings, or providing the employee with time to improve.
Remote People will guide you through the process to help ensure compliance with local labor laws and employment regulations.
If you have questions about warning letters or need support with a specific case, please contact .