A warning letter is a document sent to an employee, with copies placed in the employee file. Some letters offer a blank space to answer the accusation but, if not, submit a counter letter disputing the criticism of your work performance. The letter is supposed to outline exactly what rules were broken, or how and why your work performance is considered subpar.
1. You should mention specifics about the incident and, if possible, show that your actions were in keeping with company policy. Mention the company rules you think you were following or why your behavior was exempt from the rules due to the situation in which the behavior occurred. Elaborate using details, and make sure that you respond only to the accusations mentioned in the warning letter.
2. Read through the employee warning letter carefully. The letter should address specific instances of your behavior that your employer finds problematic. Make sure that you know exactly what you’re being accused of before you dispute it.
3. Submit your letter of dispute, giving it to your immediate supervisor or to the individual handling the incident. Your letter may lead to additional interviews and questions, so be prepared.