The Warning Letter To Employee For Unacceptable Behaviour is a crucial document in the Maltese employment context, used when formal disciplinary action is required to address misconduct or inappropriate workplace behavior. This document must comply with Malta's Employment and Industrial Relations Act (EIRA) and related employment legislation, ensuring fair treatment and due process. The letter serves multiple purposes: documenting the specific incident(s) of misconduct, establishing a formal record of the warning, outlining expected behavioral improvements, and informing the employee of potential consequences if the behavior continues. It's typically issued after verbal warnings have proven ineffective or when the severity of the behavior warrants immediate formal action. The document should be clear, specific, and professional, providing sufficient detail to stand up to potential scrutiny in case of future legal proceedings.
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1. Letter Header: Company letterhead, date, reference number, and formal addressing of the employee including their full name and position
2. Subject Line: Clear indication that this is a formal warning letter regarding unacceptable behavior
3. Incident Details: Specific description of the unacceptable behavior, including dates, times, and locations of incidents
4. Policy Reference: Citation of specific company policies, codes of conduct, or employment terms that have been violated
5. Impact Statement: Explanation of how the behavior affects the workplace, colleagues, or company operations
6. Required Improvements: Clear statement of expected behavior changes and improvements required from the employee
7. Consequences: Statement of potential consequences if the behavior continues or if improvements are not made
8. Closing Statement: Formal closing including any required actions from the employee and deadline for response if applicable
9. Signature Block: Space for signatures of relevant parties (HR manager, direct supervisor, etc.) and date
1. Previous Warnings Reference: Include when this is not the first warning, referencing dates and nature of previous warnings
2. Support Resources: Include when the company offers relevant support services, counseling, or training to help address the behavior
3. Appeal Process: Include when company policy or scale of warning requires formal mention of the employee's right to appeal
4. Performance Improvement Plan Reference: Include when the warning is accompanied by a formal performance improvement plan
5. Union Representative Notice: Include when the employee is entitled to union representation or consultation
1. Incident Report: Detailed report of the specific incident(s) if separate documentation exists
2. Witness Statements: Any relevant witness statements or complaints related to the behavior (with appropriate redactions)
3. Relevant Company Policies: Copies of specific company policies or procedures that have been violated
4. Performance Improvement Plan: If applicable, detailed plan outlining specific improvements required and timeline
5. Previous Warning Letters: Copies of any previous warning letters referenced in the current warning
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