How to issue a warning (legally and respectfully)

⚖️ Why do warnings matter?

A warning is an official record of unacceptable behaviour or performance. It gives your employee the chance to improve, and it protects you from legal risk if things escalate later.

AskMandla helps you:

• Choose the correct type of warning

• Generate it with the right legal language

• Track it through WhatsApp

🛠️ When should I 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.

NB: AskMandla will guide you based on the situation.

📋 Types of warnings

📌 Final warnings issued after a disciplinary hearing are valid for 12 months.

📲 How AskMandla helps

We make issuing a warning easy and compliant:

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

📝 If needed, you can also upload photos, videos, or documents as evidence.

🧾 How it’s tracked

AskMandla stores all warnings under the employee’s profile, including:

• Type of warning

• Date issued

• Reason

• Whether the employee accepted or responded

You’ll also see how many valid warnings the employee has left, this is important if a disciplinary hearing becomes necessary.

💬 Can my employee respond?

Yes. The employee can:

• Sign the warning

• Add their own comments

• Dispute the warning (in which case you may need to proceed with a formal hearing)

AskMandla keeps all these interactions recorded, securely.

❌ What not to do

• Don’t issue a warning without a valid reason

• Don’t issue a final warning out of the blue (unless the offence is serious)

• Don’t delay, issue the warning soon after the incident

• Don’t delete or lose the record. AskMandla stores it safely for you

✅ Summary: Legal, Simple, Fair