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A Disciplinary Warning Letter is a crucial document in Dutch employment relations, used when formal documentation of employee misconduct or performance issues is necessary. This document serves as an essential step in the progressive discipline process under Dutch employment law, typically issued after verbal warnings have proven ineffective or for more serious infractions. The letter must comply with Dutch Civil Code requirements, particularly Book 7 employment provisions, and respect employee rights under both national legislation and EU regulations like the GDPR. A properly constructed warning letter includes specific details of the incident(s), references to violated policies or standards, clear expectations for improvement, and potential consequences of continued non-compliance. This document often forms part of the legal foundation for any subsequent employment actions and may be crucial in potential legal proceedings.

1. Company Information Header: Official company letterhead with full legal name, address, and contact details

2. Date and Employee Details: Current date and complete employee information including full name, position, and employee ID if applicable

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

4. Incident Description: Detailed description of the specific misconduct or performance issue, including dates and specific examples

5. Previous Communications: Reference to any prior verbal warnings or discussions about the issue

6. Expected Behavior: Clear statement of the expected conduct or performance standards

7. Improvement Plan: Specific actions required from the employee to address the issue

8. Timeline: Clear timeline for expected improvement and review period

9. Consequences: Statement of potential consequences if behavior does not improve

10. Closing: Signature blocks for both employer and employee, including acknowledgment of receipt