A letter if clarification is a letter that is sent to employees when they are close to “stepping over the line”. Their actions do not require a letter of reprimand or discipline yet, but a written notification that they are being watched closely. Since the letter is written, it holds more weight than a verbal warning, but since it is not officially a letter of discipline, it doesn’t hold any of the negative vibes of being reprimanded.
Sample letter of clarification
Wendy J. Bethea
3216 Lakewood Drive
Little Ferry, NJ 07643
It has come to our attention that your attitude at work has been steadily declining over the last few weeks. Your coworkers have also started to notice your negative attitude towards your work and your clients.
We just want to notify you that you are getting extremely close to earning a reprimand from management. We highly suggest you change your behaviour very shortly, or there may be negative effects for all involved.
It is important to not that this letter will not be placed in your file, nor will you be punished at this time. This is just a notification for your benefit.
Please change your attitude.