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how to give written warnings at work be sure to cover all the key points in a written warning so that the employee is respected and the company is also protected you will need clear language facts examples witnesses and dates corrective measures legal verbiage counselors and honor optional a verbal warning step 1 state the reason or cite the code for the infraction that prompted the disciplinary letter give a written warning and clear language that conveys that the purpose is to correct the behavior step 2 detail pertinent facts and examples and lists witnesses and dates of incidents sign and date the warning and have the employee do the same as recognition of receipt and understanding issue the warning as soon as possible to avoid any confusion about whether or not an infraction occurred step 3 identify corrective measures and specify opportunities for improvement avoid invalidating the warning by failing to encourage the employee to rectify things step 4 include legal wording in a st

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