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The Warning Letter for Disciplinary Action is a crucial document in Philippine employment law practice, used when formal disciplinary measures are required to address employee misconduct, policy violations, or performance issues. It forms part of the progressive discipline system commonly used in Philippine workplaces and must comply with the requirements set forth in the Labor Code of the Philippines, DOLE regulations, and relevant jurisprudence. This document is typically issued after verbal warnings have proven ineffective or when the severity of the infraction warrants immediate written documentation. It serves multiple purposes: documenting the specific violation, providing the employee with due process as required by law, establishing a formal record for potential future actions, and outlining clear expectations for improvement. The document must follow the twin-notice rule established by Philippine jurisprudence, where employees must be informed of both the specific charges against them and given an opportunity to explain their side.

1. Letter Header: Company letterhead, date, reference number, and proper addressing to the employee including their full name, position, and department

2. Subject Line: Clear indication that this is a warning letter and brief reference to the violation

3. Statement of Violation: Detailed description of the specific misconduct or policy violation, including dates, times, and specific incidents

4. Reference to Policies: Citation of specific company policies, rules, or regulations that were violated

5. Previous Warnings: Reference to any previous verbal or written warnings, if applicable

6. Impact Statement: Description of how the violation affects the company, colleagues, or work environment

7. Required Corrective Action: Clear statement of expected behavior changes and improvements required from the employee

8. Consequences: Statement of potential consequences if the behavior continues or if improvement is not shown

9. Response Request: Request for the employee's written explanation within a specified timeframe (usually 48 hours to 5 days)

10. Closing: Formal closing including signature lines for the supervisor/manager, HR representative, and employee acknowledgment