Warning at work – what does it mean?

Topics

• Labour law
• Legal assistance

Receiving a warning at work can raise questions and cause concern. Once you understand what the warning means in practice and how you should respond to it, you can deal with the situation constructively and continue your work with greater confidence.

Note! These instructions apply if you are in an employment relationship. The procedures are slightly different for civil servants.

A warning is a means for an employer to intervene in an employee’s behavior or neglect of work duties before termination. It serves as an official notice that your actions are not acceptable to your employer or in accordance with your contract. The purpose of a warning is to give you an opportunity to correct your behavior.

The warning may be verbal or written. The employer must issue the warning within a reasonable time after becoming aware of the violation or negligence. In addition, the employer must be consistent and impartial in its warning practices.

A common misconception is that the employer must issue several warnings before terminating the employment relationship. However, this is not required by law; a single appropriate warning may be sufficient if the employee does not change their behavior.

A warning does not automatically mean dismissal. Dismissal may be considered if the behavior mentioned in the warning continues and it constitutes a serious breach of obligations.

Did you receive a warning? Here’s what to do:

1. Read the warning carefully and ask for clarification if necessary
   
   Carefully familiarize yourself with what the warning says. Make sure you understand:
   
   – What exactly you are being warned about
   – What events or actions the warning concerns
   – What the employer’s expectations are going forward
   
   A warning issued by an employer is usually clearest when it concerns an unambiguous and concrete action. For example, repeated tardiness to work is an easily verifiable violation.
   
   On the other hand, a warning may raise more questions when it relates to, for example, failure to achieve targets. If you are warned that you have not achieved your sales targets, it is essential to assess, among other things, your actual chances of achieving the targets. In addition, you can assess how much your work tools, the market situation, or your sales area have affected the situation.
   
   If the warning is unclear or you think it contains errors, you can ask your employer for clarification.
   
2. Follow the instructions given and, if necessary, change your behavior
   
   
   After receiving a warning, it is very important to follow your employer’s instructions and show that you take the matter and the situation seriously. Receiving a warning can feel unpleasant and sometimes even unfair. However, try to focus on your work instead of worrying too much about the matter.
3. You can submit your own written response
   
   As an employee, you have the right to submit your own written response to the warning. This can be particularly useful if you feel that the warning is unfounded or based on incorrect information. The response also allows you to present your own point of view in a situation where you consider the warning to be an excessive measure in relation to the mistake or negligence that occurred. You can also highlight any mitigating circumstances, such as unclear instructions.
   
   Do not write or send a response when you are emotionally upset. Remain objective and focus on the facts. At the same time, show that you are willing to change your behavior.
4. You cannot contest a warning during your employment
   
   Your employer does not have to withdraw the warning even if you submit your own response and disagree with the warning. The employer decides on the warning, and it is a kind of unilateral legal action.
   
   You also do not have the option of taking the warning to court for review while your employment relationship continues. The grounds for the warning will be assessed legally if you are dismissed and your employer cites the fact that you have not corrected your behavior despite the warning as the reason for the dismissal.
   
   If you are subject to the State Civil Servants Act, the situation is different: in that case, you can appeal the warning you received to the administrative court.