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J. Talbott, LL.B.
Sample Suspension Letter

Sample Termination Letter

Tips on the Art of the Discipline Letter


Sample Written Warning Letter


by J. Talbott, LL.B.


This letter is written for the warning of a unionized employee in Canada. Follow the links on the left or at the bottom to see sample termination (both union and non-union) and warning letters. This sample warning letter is provided without any warranty and is not intended as professional advice. Use at your own risk.



John Doe
C/o Employers Address

Dear John Doe:

Re:  Written Warning

In accordance with Article 99 of the collective agreement, this letter serves as a written warning for a verbal altercation that occurred between you and Mary Beth this morning at about 10 o’clock a.m. in the hallway outside of her office. After asking Mary Beth to collate a report, you returned an hour later to find it was not complete. You swore at her, saying, “Shit, I just asked you to do one little thing.”

After receiving the complaint, I called you into my office and requested you bring a shop steward. Rita Pita, you and I were present. I asked you if you had said the words I quoted to you above. You said that you were upset at Mary Beth’s lack of time management skills, but did not swear at her.  I asked if you were at all rude or threatening towards Mary Beth, and you denied that you were. I ended our meeting by saying that I might need to ask you more questions later.



Interviewing Donald Smith this morning at 11 o’clock a.m., I discovered that Donald overheard you saying the words Mary Beth claimed you said. He agreed that you were angry and your tone was loud and threatening. Donald was in the office next to yours when he overheard your altercation with Mary Beth.

At noon, I asked you and your shop steward, Rita Pita, to return to my office. I confronted you with the words of Donald Smith, and you agreed that you might have said something in an angry tone, but that you did not recall the exact words. You agreed it was possible you might have said those words. I asked you if you had any explanation for your behaviour, and you stated that you had been having some personal difficulties with your spouse, but you did not elaborate. You said there were no “real personal problems” between you and Mary Beth.

I have decided to give you a written warning for your misconduct. You were previously given a verbal warning for yelling and swearing at Mary Beth on October 31 of this year. At that time, I told you that you were expected to treat your co-workers with respect, particularly those who you supervise. You were warned that repeated incidents of such behaviour would lead to further discipline. You have again failed to follow my direction, and I have no choice but to impose this written warning against you. This letter will be entered into your personnel file for two years from today’s date, in accordance with Article 99.2.

Once again, I must take this opportunity to remind you that any future repetition of disrespect or swearing towards co-workers will lead to further discipline, up to and including dismissal. Also, I am instructing you to bring all conflicts between you and Mary Beth to my attention, immediately. You will also immediately begin treating Mary Beth, and other colleagues, in a respectful manner. You will not swear at anyone in the office or while on work time.

If there are any personal concerns you wish to talk to me about, please feel free to contact me. In addition, our insurance carrier, provides coverage for professional and confidential counselling, which you may decide to take advantage of.

Sincerely,


Rebecca Arnold
Communications Director

cc. Union Local (Names of Shop Stewards)
cc. Personnel File of John Doe

Sample Suspension Letter

Sample Termination Letter

Tips on the Art of the Discipline Letter




ABOUT THE AUTHOR

J. Talbott, LL.B., is a labour lawyer, consultant, and founder of the Ottawa firm, Labour Relations Consultants. He was formerly Director of Human Resources for a unionized, national non-profit organization.  His contact information is given below.

Contact Info


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Except for personal use, no portion of this document may be printed, copied, or quoted at length without written permission.
Nothing in this article is intended as legal advice. Use at your own risk.