A warning is an official record of unacceptable behaviour or poor performance. It gives your employee a fair chance to improve, and it protects you as the employer if things get worse later and you need to take further action. AskMandla helps you pick the right type of warning, put it in the correct legal wording, and keep track of it, all through WhatsApp.
Why warnings matter
A warning does two jobs at once. It tells your employee clearly what the problem is and gives them the chance to fix it. It also builds a written record, so if the problem continues and it comes to disciplinary steps or dismissal, you can show that you handled things fairly.
AskMandla helps you:
- Choose the correct type of warning
- Generate it with the right legal language
- Track it through WhatsApp
When to issue a warning
You can issue a warning when your employee:
- Arrives late repeatedly
- Misses work without notice
- Refuses to follow instructions
- Performs poorly
- Is negligent
- Fails to provide sick notes
- Is disrespectful or dishonest (theft)
If the offence is serious, you may skip straight to a final warning or schedule a disciplinary hearing. AskMandla will guide you based on the situation.
Types of warnings
There are three types of warning. Each stays valid for a set period, and once it expires it no longer counts against the employee.
| Type | Valid for | When to use |
|------|-----------|-------------|
| Verbal warning | 6 months | Minor offences or first-time issues |
| Written warning | 6 months | Repeat offences or moderate issues |
| Final written warning | 6 to 12 months | Serious offences or a last chance |
A final warning issued after a disciplinary hearing is valid for 12 months.
How AskMandla helps
1. You tell us what happened via WhatsApp
2. We help you classify the offence
3. The Charge Builder creates the correct wording
4. You review and approve the warning
5. We send the warning to your employee via WhatsApp
6. You both sign and save it digitally
You can also upload photos, videos, or documents as evidence.
How it is tracked
AskMandla stores all warnings under the employee's profile, including:
- Type of warning
- Date issued
- Reason
- Whether the employee accepted or responded
You will also see how many valid warnings the employee has remaining. This matters if disciplinary proceedings become necessary later.
Can my employee respond?
Yes. The employee can:
- Sign the warning
- Add their own comments
- Dispute the warning, which may lead to a formal hearing
AskMandla keeps all of these interactions recorded securely.
What not to do
- Do not issue a warning without a valid reason
- Do not issue a final warning without precedent, unless the offence is serious
- Do not delay; issue the warning soon after the incident
- Do not delete or lose the record. AskMandla stores it safely
Summary
| Step | AskMandla helps |
|------|-----------------|
| Classify the offence | Yes |
| Draft the warning legally | Yes |
| Deliver via WhatsApp | Yes |
| Track active warnings | Yes |
| Support for escalation | Yes |