The Employee Write Up Letter is a crucial document in South African employment law and human resource management, used to formally document disciplinary issues in the workplace. This document is typically issued when an employee has violated company policies, demonstrated poor performance, or engaged in misconduct that requires formal documentation and corrective action. It must comply with South African labor legislation, particularly the Labour Relations Act and the Basic Conditions of Employment Act, which establish requirements for fair labor practices and disciplinary procedures. The document serves multiple purposes: it creates a formal record of the incident, communicates expectations for improvement, outlines consequences for continued infractions, and protects both employer and employee by ensuring due process in disciplinary matters. It's an essential tool in progressive discipline systems and may be referenced in future employment decisions or legal proceedings.
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1. Letter Header: Company letterhead, date, reference number, and document classification (CONFIDENTIAL)
2. Employee Information: Full name, employee ID, position, department, and immediate supervisor
3. Subject Line: Clear indication that this is a written warning/disciplinary notice
4. Incident Details: Specific description of the violation or misconduct, including date, time, and location
5. Company Policy Reference: Citation of specific company policies, procedures, or standards that were violated
6. Impact Statement: Description of how the behavior affects the workplace, colleagues, or company operations
7. Corrective Action Required: Clear outline of expected behavior changes and improvements required
8. Consequences: Statement of what will happen if behavior continues or further violations occur
9. Timeline for Improvement: Specific timeframe for expected improvement and review date
10. Acknowledgment: Space for signatures of employee, supervisor, and HR representative, including date
1. Previous Warnings: Reference to any previous verbal or written warnings, used when this is not a first offense
2. Performance Improvement Plan: Detailed plan for improvement, used for more serious violations or repeated issues
3. Employee Response: Section for employee to provide written response or explanation, used in more formal disciplinary processes
4. Appeal Rights: Information about the employee's right to appeal the warning, used in more serious cases or when required by company policy
5. Union Representative Notification: Required if employee is represented by a union or has right to representation
6. Support Resources: List of available resources or assistance programs, used when behavioral issues might benefit from additional support
1. Incident Report: Detailed report of the incident or violation, including witness statements if applicable
2. Related Evidence: Any supporting documentation, photographs, emails, or other evidence of the violation
3. Relevant Company Policies: Copies of specific company policies or procedures that were violated
4. Previous Warning Records: Copies of any previous warnings or disciplinary actions referenced in the letter
5. Performance Improvement Plan Template: Detailed template or form for tracking improvement goals and progress
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