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A Formal Letter of Warning to Employee is a crucial document in New Zealand's employment relations framework, used when formal disciplinary action is required in response to employee misconduct, underperformance, or policy violations. This document serves as an official record in the progressive discipline process, demonstrating the employer's compliance with fair and reasonable employment practices under New Zealand law. It typically follows informal discussions or verbal warnings and precedes more serious disciplinary actions. The letter must adhere to the principles of natural justice and good faith obligations under the Employment Relations Act 2000, providing clear documentation of the issues, expectations for improvement, and potential consequences while ensuring the employee's right to respond and seek representation.

1. Company Letterhead and Date: Official company letterhead with full contact details and the current date

2. Employee Details: Full name, position, and employment details of the recipient

3. Subject Line: Clear indication that this is a formal warning letter

4. Specific Incident Details: Detailed description of the incident(s) or behavior that led to the warning, including dates and specific examples

5. Impact Statement: Explanation of how the behavior affects the workplace, team, or business

6. Previous Discussions: Reference to any previous verbal warnings or discussions about the issue

7. Required Improvements: Clear outline of the specific improvements or changes required

8. Timeframe: Specific timeframe for improvement and review period

9. Consequences: Clear statement of potential consequences if improvement is not achieved

10. Support Offered: Details of any support, training, or resources being offered to help address the issue

11. Sign-off: Signature block for both employer and employee acknowledgment