5 Important Do’s & Don’ts Of Handling Written Warning Letters

By Florence Mukunya,

Last week I was issued with a warning letter and I am not sure on how to address the matter. Since I read it and understood what is expected of me, should I just keep it and act on the things I was asked to do or should I reply and admit to my boss that I am responsible for the things written and assure him that I am going to work on them? Reads an email from Mr. Kasok Muema.

Talking to Human Resource personnel’s I sought to know on the do’s and don’ts of handling a written warning letter.

First, do sign the letter, Dennis Bugara a HR consultant at Flexi Personnel advices

“In business communication, there is nothing like a monologue. Whenever you get a warning letter, read it and sign your copy, then write your reply and make sure that it’s also signed and deliver it to the relevant person,” , he advises.

“Secondly, make an acknowledgement on the reply showing that you committed the misdeed you are being warned about (if it’s true). But then again if you are sure you did not commit it, don’t agree to it just to avoid confrontation,” says Mr. Bugara

Thirdly, do not take it personal, Mr. Bugara says that warning letters should not be taken personally.

He adds that, “Take it as business where you and your boss just want the best form each other and not like your boss has something against you as a person.”

Fourthly, Mr. Bugara advices employees not to take it negatively.

“When you are served with a warning letter, try to read and understand what you are being warned against make it your responsibility to improve on the things you have be warned on or rectifying them. Do not take the whole matter negatively and start complaining about it,” he adds

Finally, do not abuse your boss or the HR Officer. Mr. Bugara says that, “When replying to your warning letter, do not use a tone that demonstrates rudeness, use a remorseful tone instead.”

Speaking to KTDA’s Human Resource Officer Naomi Kituku on the same issue, she is of a different opinion. She feels that since a warning letter comes as the final letter after being issued with a charge letter then it does not require a response.

“Before you are given a warning letter, you are first given a charge letter, where your offences are listed and you are asked to give explanations as to why you committed the offence, after that you are given a warning letter, so I don’t think it’s required that you reply to it,” she says.

She adds that, “In may line of work I have never seen someone reply to a warning letter and I would not advise one to do that.”

We all aspire to grow professionally, warning letters are just a way of jump starting us and making us realize our potential so if you ever get one, handle it with professionalism.

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