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A formal HR process for recording misconduct, a disciplinary issue, or poor performance and discussing it with the employee is a warning letter to an employee. The letter may also serve as a precursor to termination by setting expectations for future behavior.
A warning letter is a formal communication channel that enables HR managers to take control of the issue and take the appropriate actions in accordance with Company Policy.
When verbal communication between an employee and their supervisor (or HR Manager) does not lead to the desired changes, a written warning letter helps in highlighting the situation and recording the gaps.