The Disciplinary Warning Letter is a crucial document in Indonesian employment relations, governed by Law No. 13/2003 on Manpower and related regulations. It is typically issued when an employee has violated company policies, professional standards, or work requirements, and serves as a formal documentation of the disciplinary process. The document is used as part of a progressive disciplinary system, often beginning with verbal warnings before escalating to written warnings. It must clearly state the nature of the violation, reference relevant policies, outline expected improvements, and specify potential consequences if the behavior continues. The letter becomes part of the employee's permanent record and may be referenced in future employment decisions or legal proceedings. Under Indonesian law, proper documentation of disciplinary actions is essential for protecting both employer and employee rights, particularly if the situation eventually leads to termination.
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1. Letter Header: Company letterhead, date, reference number, and formal letter elements
2. Employee Information: Full name, employee ID, position, department, and length of service
3. Subject Line: Clear indication that this is a warning letter and which level (First/Second/Final Warning)
4. Violation Details: Specific description of the misconduct or violation, including date, time, and nature of the offense
5. Policy Reference: Citation of specific company policies, regulations, or laws that were violated
6. Previous Warnings: Reference to any previous warnings or disciplinary actions, if applicable
7. Required Improvement: Clear statement of expected behavior and required changes
8. Consequences: Statement of potential consequences if behavior doesn't improve or violation is repeated
9. Signature Block: Space for signatures of HR manager, department head, and employee acknowledgment
1. Performance Improvement Plan: Detailed plan with specific targets and timeline for improvement, used for serious or repeated violations
2. Employee Response: Section for employee to provide written explanation or response, used when company policy allows for formal response
3. Counseling Record: Summary of any counseling sessions related to the violation, used when verbal warnings preceded written warning
4. Union Representative Acknowledgment: Space for union representative signature, required if employee is union member
5. Appeal Rights: Information about employee's right to appeal the warning, included when required by company policy
1. Evidence Documentation: Copies of relevant evidence supporting the violation (attendance records, incident reports, etc.)
2. Related Policies: Copies of relevant company policies or regulations that were violated
3. Previous Warning Letters: Copies of any previous warning letters referenced in the current warning
4. Performance Improvement Plan Template: Detailed template for tracking improvement goals and timeline, if applicable
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