A warning is an official record of unacceptable behaviour or poor performance. It gives your employee a fair chance to improve, and it gives you a record if things get worse later and you need to take further action. AskMandla helps you pick the right type of warning and put it in the correct wording, 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
- Word it correctly
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. Before you do, tell your employee what they are accused of, give them reasonable time to answer, and let a fellow employee help them if they want. AskMandla will guide you based on the situation.
Types of warnings
There are three types of warning. No law sets how long a warning stays valid. The periods below are good practice and what we recommend. Once a warning has passed its period, it should no longer count against the employee.
| Type | Recommended period | 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 |
We recommend keeping a final warning issued after a disciplinary hearing on record for 12 months.
How AskMandla helps
- You tell us what happened via WhatsApp
- We help you work out which type of warning fits
- We help you word it correctly
- You give the warning to your employee and ask them to sign that they received it
- You keep a copy, with any photos, messages or documents that back it up
Their signature only confirms that they received the warning. If they refuse to sign, note that on your copy and ask someone to witness that it was handed over.
Keeping the record
Keep every warning with:
- The type of warning
- The date it was given
- The reason
- Whether the employee signed it, and anything they wrote in response
Keep track of which warnings are still within their period. This matters if disciplinary steps become necessary later.
Can my employee respond?
Yes. The employee can:
- Sign that they received the warning
- Add their own comments
- Dispute the warning, which may lead to a formal hearing
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
Summary
| Step | Who does it |
|---|---|
| Work out the type of warning | You, with our help |
| Word the warning | You, with our help |
| Give it to your employee | You |
| Keep the record | You |
| Guidance if it goes further | We point you the right way |