The Final Written Warning Letter is a crucial document in Canadian employment law and human resource management, typically issued after previous verbal and written warnings have not resulted in the desired improvement in employee performance or conduct. This document is used when serious performance issues, policy violations, or behavioral concerns persist, serving as the final step in the progressive discipline process before potential termination. The letter must be carefully drafted to ensure compliance with both federal and provincial employment standards, human rights legislation, and privacy laws. It should clearly document the specific issues, reference previous warnings, outline expected improvements, establish timelines, and state potential consequences, while maintaining professionalism and objectivity. The document becomes part of the employee's permanent record and may be crucial in defending potential wrongful dismissal claims or human rights complaints.
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1. Letter Header: Company letterhead, date, and formal business letter formatting
2. Recipient Information: Employee's full name, position, department, and employee ID if applicable
3. Subject Line: Clear indication that this is a Final Written Warning
4. Previous Warnings Reference: Summary of previous verbal and written warnings, including dates and issues discussed
5. Current Incident/Issue: Detailed description of the specific performance issues or policy violations that prompted this final warning
6. Impact Statement: Explanation of how the employee's conduct affects the workplace, team, or organization
7. Expected Improvements: Clear outline of required changes in behavior or performance
8. Timeline for Improvement: Specific timeframe for achieving the required improvements
9. Consequences: Clear statement of potential consequences if improvements are not made, including possible termination
10. Support Resources: Available resources or assistance to help employee meet expectations
11. Signature Block: Space for signatures of manager, HR representative, and employee acknowledgment
1. Performance Improvement Plan Reference: Include when the warning is accompanied by a formal Performance Improvement Plan
2. Union Representative Notice: Include when employee is represented by a union and has right to union representation
3. Employee Response: Section for employee to provide written comments or response to the warning
4. Workplace Accommodation Statement: Include when performance issues may be related to need for workplace accommodations
5. Training Requirements: Include when specific training or retraining is part of the improvement requirements
1. Performance History Log: Detailed timeline of previous incidents, warnings, and disciplinary actions
2. Relevant Policy Excerpts: Copies of specific workplace policies that have been violated
3. Performance Improvement Plan: Detailed plan with specific goals, metrics, and timelines for improvement
4. Meeting Notes: Documentation of discussions regarding the issues and warnings
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