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The Termination Warning Letter is a crucial document in South African employment law, serving as a formal step in the progressive disciplinary process before potential termination of employment. It must comply with the Labour Relations Act 66 of 1995 and related legislation, ensuring procedural fairness and clear communication. This document is typically used when serious misconduct or persistent performance issues arise, after verbal warnings have proven ineffective, or when the severity of the incident warrants immediate written warning. The letter should detail specific incidents, reference any previous warnings, outline expected improvements, and clearly state potential consequences including possible termination. It forms part of the documentary evidence required to demonstrate fair labor practices and may be crucial in potential CCMA (Commission for Conciliation, Mediation and Arbitration) proceedings.

1. Letter Header: Company letterhead, date, reference number, and document title

2. Employee Information: Full name, employee ID, position, department, and duration of employment

3. Subject Line: Clear indication that this is a formal warning letter

4. Misconduct Description: Detailed description of the specific incident(s) or performance issues, including dates and specific examples

5. Previous Warnings: Reference to any previous verbal or written warnings related to the same or similar issues

6. Impact Statement: Explanation of how the misconduct affects the workplace, colleagues, or business operations

7. Expected Improvement: Clear statement of the required improvements or changes in behavior

8. Consequences: Statement of potential consequences if behavior doesn't improve, including possible termination

9. Timeline: Specific timeframe for improvement and review period

10. Support Offered: Description of any assistance, training, or support the company will provide

11. Acknowledgment: Space for employee signature and date to acknowledge receipt