Tips and info

Warnings and corrective actions

January 2006

A warning or corrective action is an effective method to assure that an employee understands what is expected of them. State agencies look for warnings, in most instances, to determine if the claimant was discharged for misconduct: a deliberate or willful violation of the employer's rules. It is the employer's responsibility to ensure that all employees are aware of company rules, policies and procedures.

Guidelines for warnings and corrective actions

  • When your company issues an employee handbook or rules, retain an acknowledgment of receipt in the employee's file. This proves that the handbook or rules were provided.
  • Special policies and procedures should, if possible, be posted.
  • Be consistent; enforce rules and policies uniformly.
  • Be specific and objective when you counsel employees. Avoid using general statements, e.g., "poor performance", to describe willful or deliberate violations of rules within the employee's control. Permit the employee to respond in writing.
  • Note witnesses, dates, time, etc. of documented incidents.
  • Request employees to sign all warning notices. Witnesses to warnings are recommended. If the employee refuses to sign, write on the notice that the employee refused to sign, and ask the witness to sign his/her name next to the statement. Remember, signing a warning notice does not mean that the employee is admitting to the offense; it is simply an acknowledgment of receipt.
  • Follow-up. If you warn or suspend an employee, document what is expected and note any important time frames.
  • Although written warnings are better, notes or verbal warnings are important and should also be documented.