Warning Letter (Example)

June 12, 2008 (Current Date)

Dear Mr./Ms. Employee XYZ: (Employees First and Last Name)

This written warning letter is being issued for your failure to follow the established policy in the Employee Handbook on Personal Hygiene. (NOTE - It is critical that you have an employee handbook and they sign acknowledging that they received it.)

On February 13, 2005, you were notified by your supervisor that your body odor was offensive. Upon questioning you about the odor you had no reasonable explanation, or could you present a medical reason. Therefore, it has left us with the belief that it is a personal hygiene issue. Personalhygiene is covered in the Employee Handbook, which you signed acknowledging that your had read, understood and received a copy of it on March 3, 2003.

Employee XYZ, while on duty you represent our organization. You are to be neat and well groomed while on duty. A clean uniform will be worn each day. Should your uniform become damaged or soiled while in the performance of your duties, a change into a clean uniform will be made as soon as possible. Shoes and jackets should also be clean and serviceable. Your hair should be neat and clean as well. Daily personal hygiene is a must.

Employee XYZ, understand that any future violations of company policy, for any reason, may result in progressive discipline, up to and including possible termination.

(Optional) As your supervisor I am concerned that there may be an underlying issue that is impacting your personal hygiene at work. I would like to refer you to the Employee Assistance Program (EAP). The EAP was established to assist employees with dealing with substance abuse, financial, emotional and other personal problems which may have an adverse effect on the employee's conduct/performance while at work. The EAP is a voluntary and confidential resource. No record of your participation in the EAP will be placed in your Personnel Folder. I sincerely hope that you will take advantage of this opportunity to help you resolve any personal problems.

Sincerely,

Signed:

(Employee)

(Employer)