A Written Warning Letter is a crucial employment document used in Hong Kong's employment framework to formally address workplace issues. It serves as an essential tool in progressive discipline, typically issued after verbal warnings have proven ineffective or for more serious infractions. The document must align with Hong Kong's Employment Ordinance and related legislation, including the Personal Data (Privacy) Ordinance. Written Warning Letters should clearly document specific incidents or performance issues, reference relevant company policies, outline expected improvements, and specify consequences of non-compliance. They form part of the employee's personnel record and may be referenced in future disciplinary actions or employment decisions. The document should be drafted with consideration for principles of natural justice and fairness, allowing employees the opportunity to respond and appeal where appropriate.
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1. Letter Header: Company letterhead, date, and reference number
2. Employee Details: Full name, position, department, and employee ID of the recipient
3. Subject Line: Clear indication that this is a formal written warning
4. Incident Description: Detailed description of the specific misconduct or performance issue, including dates and specific examples
5. Policy Reference: Reference to specific company policies, procedures, or standards that were violated
6. Expected Improvements: Clear outline of the expected behavior or performance improvements required
7. Timeframe: Specific timeline for implementing the required improvements
8. Consequences: Statement of potential consequences if improvements are not made or if further violations occur
9. Signature Block: Space for signatures of the issuing manager and employee acknowledgment
1. Previous Warnings: Reference to any previous verbal or written warnings, used when this is not the first warning
2. Performance Improvement Plan: Detailed improvement steps and metrics, used for performance-related issues
3. Support Resources: Information about available support or training resources, included when relevant to the improvement plan
4. Appeal Process: Information about the company's appeal process, included for serious warnings or when required by company policy
5. Union Representative Notice: Reference to union involvement rights, included if the employee is under union representation
1. Incident Reports: Copies of specific incident reports or documentation related to the warning
2. Performance Data: Relevant performance metrics or documentation showing substandard performance
3. Meeting Minutes: Notes from any disciplinary meetings related to this warning
4. Relevant Policies: Copies of specific company policies that were violated
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