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The Dismissal Warning Letter is a crucial document in Dutch employment relations, serving as a formal communication tool between employers and employees when performance or conduct issues arise. It is typically used when verbal warnings or informal discussions have not resulted in the desired improvement, or when the severity of an issue requires immediate formal documentation. The document must comply with Dutch employment law requirements, particularly the Dutch Civil Code and Work and Security Act, and forms part of the progressive discipline process. The letter should clearly outline specific issues, reference any prior communications, set clear expectations for improvement, and specify potential consequences. This documentation is essential for building a fair and legally compliant dismissal case if ultimately needed, while also providing the employee with a clear understanding of the situation and opportunity for improvement.

1. Header Information: Company letterhead, date, employee details including name, position, and department

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

3. Incident Description: Detailed description of the specific behavior, performance issue, or conduct that has led to this warning

4. Previous Communications: Reference to any verbal warnings, discussions, or prior communications about the issue

5. Impact Statement: Explanation of how the behavior affects the workplace, team, or company

6. Expected Improvements: Clear outline of the specific improvements or changes required from the employee

7. Timeframe: Specific timeline for when improvements need to be demonstrated

8. Consequences: Clear statement of what will happen if the required improvements are not made

9. Support Offered: Description of any support, training, or resources the company will provide to help the employee improve

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