8 replies to this topic

[shookimogh]

Hello members,

Can someone provide a GMP/food safety employee warning letter template ? 

Thank you!

Edited by shookimogh, 14 August 2024 - 01:18 PM.

[kconf]

As in a violation of a policy by an employee? 

[shookimogh]

As in a violation of a policy by an employee? 

yes, GMP violation mostly, e.g. not washing hands. 

[SQFconsultant]

We use a simple one -

 

Warning 

 

You did not wash your hands when  you returned from break and before you went back into production.

 

If you do it again you will be fired.

 

This is your warning.

Edited by SQFconsultant, 14 August 2024 - 04:03 PM.

[Brothbro]

It isn't too important that you have a specific template for something like this, the important part is that the warning is documented in writing and signed by a supervisor and the offending employee. The warning should be filed somewhere to show that you organization follows up on violations in an effective way. Basically the form should look like

- company letterhead

- description/date of the violation

- reference to the policy or SOP violated

- description of the corrective action to be taken (ie training courses)

- statement that repeated violations can result in further discipline, up to termination

- signatures of supervisor/employee

[shookimogh]

It isn't too important that you have a specific template for something like this, the important part is that the warning is documented in writing and signed by a supervisor and the offending employee. The warning should be filed somewhere to show that you organization follows up on violations in an effective way. Basically the form should look like

- company letterhead

- description/date of the violation

- reference to the policy or SOP violated

- description of the corrective action to be taken (ie training courses)

- statement that repeated violations can result in further discipline, up to termination

- signatures of supervisor/employee

Thank you so much!

[shookimogh]

It isn't too important that you have a specific template for something like this, the important part is that the warning is documented in writing and signed by a supervisor and the offending employee. The warning should be filed somewhere to show that you organization follows up on violations in an effective way. Basically the form should look like

- company letterhead

- description/date of the violation

- reference to the policy or SOP violated

- description of the corrective action to be taken (ie training courses)

- statement that repeated violations can result in further discipline, up to termination

- signatures of supervisor/employee

 

We use a simple one -

 

Warning 

 

You did not wash your hands when  you returned from break and before you went back into production.

 

If you do it again you will be fired.

 

This is your warning.

Thank you so much!

[jfrey123]

I always wrote up employee violations of SOP on our standard deviation forms.  The forms themselves have enough space for us to document causes and correctives, and they all get logged in the same fashion along with internal audit findings and kept in the same binder.  It's helpful for me to have employee issues right along side the other findings for trending purposes.

 

Included a place for affected employees to sign off acknowledging the deficiency, along with a space for them to add notes/comments.  Along with the corrective action, we'd record any disciplinary issues.  Extra copy of this document can be forwarded to your HR (if your plant is fancy) or kept in the employee's folder with their training records.  Once I note employees routinely violating something like GMP per the OP's example, having all the documents to back up harder corrective actions such as suspension or termination can also be recorded.

[shookimogh]

I always wrote up employee violations of SOP on our standard deviation forms.  The forms themselves have enough space for us to document causes and correctives, and they all get logged in the same fashion along with internal audit findings and kept in the same binder.  It's helpful for me to have employee issues right along side the other findings for trending purposes.

 

Included a place for affected employees to sign off acknowledging the deficiency, along with a space for them to add notes/comments.  Along with the corrective action, we'd record any disciplinary issues.  Extra copy of this document can be forwarded to your HR (if your plant is fancy) or kept in the employee's folder with their training records.  Once I note employees routinely violating something like GMP per the OP's example, having all the documents to back up harder corrective actions such as suspension or termination can also be recorded.

Thank you for the advise. sounds pretty effective to me too. Cause at the end of the day we need to CAP them.