Workplace Warning Letter from Manager

Hey guys,
i recently had this new manager appointed to me for work. My work that i do is mostly based around an individual startup project and therefore i work alone most of the time. This newly appointed manager that i have, has a had steep learning curve in understanding what work needs to be done. Currently the tasks for me to do at work is assigned by me and checked over by her.
So later last week she had an informal conversation to me about issuing me a warning letter with an effective termination date for having personal conversation during worktime. So this is the letter

Dear ……,
i am writing you about your conduct during your employment with ………..
Today you met with myself and at this meeting you were advised that your conduct has been unsatisfactory, and that immediate improvement is required. in particular you were advised that you have been having personal conversations during worktime that have become distracting to other staff members.
in this meeting you were asked if you had anything you wished to say or to respond to the situation and you agreed that you would keep personal conversations to a minimum during working hours.
After considering the situation it is expected that your conduct improves and specifically that if you have something to discuss that requires a ten minute break from you work, please save that for your personal break and do not distract other staff while they are working.
this is you first warning letter. It is expected that your conduct improves immediately. Your employment may be terminated if your conduct does not improve by a week from now.
I propose that we discuss this again to review your progress at our next one on one meeting on a week from now. If you wish to respond to this formal warning letter please do so by arranging a meeting with me or by replying in writing.

END of letter

So the summary of the one on one meeting. I said " when i first started i was encouraged to get to the know the rest of the company and in good faith i did so as requested". "However this is the first time i am hearing about me actions in relation to disturbing other peoples work, if it was a concern why wasn't it ever mentioned to me till now?". She replied it is an issue now and it needs to be rectified. "i than replied with you realise your telling me that from this letter that i am only allowed to talk to you and you only. She replied with yes you can always talk to me.

thats the end of the one on one meeting.

Other notes not mentioned in any of the convo
- i get in early and always get my work done to the deadline
- if i have work related matters i chat to them directly
- the personal conversations only revolve around the kitchen and if someone comes to my desk and chats to me

Really need some advice

** UPDATE **
- i work for a developer who likes to build all sorts of things
- my job is a start up for a new project / department
- the other thing i didn't mention is that i get along pretty well with everyone, so my colleagues usually come to my desk and chat with me. While the same doesn't ever happen for her

I have booked a meeting with a senior manager tomorrow, i'll see how it goes and keep you guys updated here

closed Comments

  • +31

    You should have to sign to accept the warning, if you feel its unfair refuse to sign and ask for a review by someone more senior than her.
    I had a similar issue, refused to sign and when reviewed the warning was withdrawn.

    If you feel its unjust you are entitled to stand your ground

    Also if they are using a warning system, they need to give you 3 warnings, they cant sack you 1 week after giving you the first warning

    Not sure what industry you are in, but you can call Fair Work Australia for some advice and to check the legality's of the warning.

    • -2

      Sign to accept the warning? Not something I have heard of before, do you have a source for this please?

      • +3

        It's common, though not universal. Companies who don't require a signature have probably not yet encountered problems with worker's compensation or unfair dismissal claims or related, where the staff member says the warning documentation is fabricated or was never ever issued to them, etc. etc. - having the worker sign gives the company evidence it was received and acknowledged by that person.

        • Fair enough.. Recieved is considerably different to accepting

    • I have uploaded the letter and i work for a developer in the construction industry

  • +1

    if you want to continue working there you may have to consider limiting your personal interactions with your colleagues.

    • A negative point of view for me to experience, the only benefit i could get from it is getting maybe 2 days a week to work from home to prevent it utterly.

  • +34

    Tell her to piss off. How can she issue an official warning and threaten termination from one 10 minute conversation? If you were repeatedly doing it and impacting the productivity of others, then maybe it would be warranted.

    But where is the personal responsibility of the other participants to either excuse themselves from the conversation and/or ask for some quiet/put on headphones to get some work done?

    Office jibber jabber is unfortunately unavoidable.

    Smokers take multiple breaks throughout the day all together, impacting productivity. Do they get warnings too?

    Unless there's more to this story, sounds like they just don't like you and want to get rid of you, but a pretty poor way for them to go about it…plenty of other more underhanded ways to go about it…like poisoning your food. :p

    You should print copies of that letter and whenever anyone tries to engage you in a personal conversation, just say nothing and hand them a copy haha

    • +2

      she is a heavy smoker. Hand them a copy of the letter is hilarious, my colleagues will be rolling on the ground.

  • +21

    Sounds like your new manager is from the school of 'the machine needs robots and not people'. Ask her if anyone of your co workers has actually complained or has she just brought this up herself? A LOT of management is totally incompetent these days, my wife recently went through this at her place of work and it ended up with her changing roles to a different workgroup. Much better for her stress levels but she had to watch the last 5 years of hard work being basically ignored and dismissed by a few tools who have NFI what they are doing.

    If you feel this new manager is out of line then challenge her on the warning. A company is only as good as it's people and the relationships they are able to build amongst themselves.

  • +10

    I think damaged has already been done. Unless one of you or manager exit from the company or team, it won't be a good working environment anymore. I mean we spend 8 hours per day, can't bear facing someone hated us

  • +18

    Sounds quite over the top to have a warning letter issued for having office chat. A good manager would surely have an informal conversation with you about it during your routine catch ups.

    It really sounds like a political move to get rid of you. Even if you accept this they will continue to ride roughshod over you until you leave.

    So it sounds like you either have to escalate it above their head and play your own political game to outwit this new manager, or you can align yourself politically with this manager

  • +3

    You need to write a clear and concise response back to her warnings to make it official. If you are actually distracting people from their work you need to consider changing for the sake of addressing her concern. You should also mention in letter about those other points to support your case. It does take 2 ppl to have a conversation and if your not instigating it is hard to not participate. You will have to apologies and just say you have a deadline and will try and catch up with them later. Then have that meeting to see if the change is satisfactory.

    By the way the whole issue seems like a joke. You cant have some conversations with staff. Sure if your talking for half an hour. Track you time also. It may add up.

    If the conversation culture is not done by everyone then maybe you do need to hold back. It may be her strategiess to get improvements from staff. Maybe have a discreet conversation with a close work mate to see if they have had her say a similar thing. That oh once she told you in passing not to talks too much to other staff on general conversations. No need to mention your warning. The next thing will be the general office email from her telling everyone to shut the ff up.

    On a personal level I had a similar thing happen. There seemed to be an underlying conflict between myself and the manager. No official warning as such, but it didnt end well. I would constantly be told I was on the phone for to long with builders or consultants. Wasnt doing this or doing that. There was no assistance or method to help me improve. Understand that I did need to seek my own methods to improve. It just felt like petty issues. In the end it wasnt enjoyable to work there. Suppose it just gets to a point if things dont work you just have to move on. Or be pushed in my instance where I didnt have anywhere to move.

  • -1

    What did you do to her?

    It's time to leave - either you leave or she leaves. You won't be able to work together anymore.

    What's the rest of the office like? Is it dead silent all day long? Did the person you were talking to in the kitchen also get a warning letter?

    I'm going to say this based on my own and the experiences of people I know of, but I've always found that I've generally had to tip-toe around female managers. You can call it "sexist" or whatever you want, but that's just how it has been. If I was going to put it in nicer terms, I'd say that my working style is more suited to male management styles. Anyone who says that the management styles don't vary by sex is bullshtting themselves!

    • +10

      perhaps op isn't a people person. that could explain why they've chosen to work on one-person projects rather than in a team.
      https://www.ozbargain.com.au/node/291788

      the Landlord sent me a message saying there has been too much conflict between you and the room mates,

      • +1

        Ignore that story i posted, because i was looking out for a friend that lives in Newcastle and wanted some advice. I live in Sydney and own my house with a mortgage. I don't attend Uni and don't rent. Has nothing to do with me, just wanted to pass advice to a friend.

    • +5

      Sounds like you might be the problem here. I’ve had male and female managers and haven’t had a problem with either.

      • -2

        I didn't say it was a "problem". Male and female managers are different and have different priorities. There's no denying that!

        Ever since I started in the office at a young age, I've found that female managers care much more about things other than just work. eg employee welfare. Male managers don't tend to care about anything other than just getting the work done.

        There's advantages and disadvantages of either style - but they're definitely not the same, so stop kidding yourself!

        • +7

          Not sure how long you have been in the industry but I’ve been 30 odd years. You have a generalisation there but I’ve seen male and female managers that have both traits. The most caring manager I ever knew was a male manager who was really unhappy with how senior management were treating us and I’ve seen female managers that are ruthless. In most cases taking the heat out of a situation and quietly discussing it gets to the bottom of what is going on. Belligerent Escalation hardly ever works for the employee.

          I am not kidding myself on the personality of managers, as I’ve had many over the years of both sexes, but you may be a tad lacking in experience, and or, perspective.

        • @try2bhelpful: in the first 5 months i had a male and manager and he was great he showed me all this new stuff to use and learn. If i ever got stuck he would point in the right direction, than he got promoted…..

    • +2

      Agree I said similar thing.

    • -1

      I agree, women tend to have an inferiority complex with an over whelming need to over compensate as a result. The over compensation usually comes at the expense of something in the work environment; either conflict, poor team work, back biting, mistrust to name a few. However one thing I have noted is women who have worked in a predominantly male environment and under the influence of those working conditions, tend to be better managers than men as they posess some positive characteristics that the male mamagers never do. I have seen those womem tend to loosen up a bit from the male influence and create better team enviornments without the need for inherently female characteristics to be implemented like bitchniness, politics and back biting.

      • Yeah, you know soooo much about women. One thing is obvious any manager worth their salt, male or female, will see through you very quickly.

        • +5

          Thanks for reminding me. Passive aggresiveness … I forgot to add that female managerial trait.

      • +1

        Those are not inherently female characteristics…for an example look at actual politics!

        • I dont work as a politician so I cant say, plus politics has too many filters such as Rupert Murdoch and Im not about to sit in question time to get first hand experience to prove a point. I can only speak from personal experience over the last 20 years in the work place and in my personal experience what I have said above resonates 100% true. Im not saying one type of manager is better than the other, I'm just saying they are inherently wired differently.

    • +3

      I’ve had (profanity) managers of both genders…

  • Quit. If you are performing at your job then who cares if you are having 'personal conversations' - if you aren't performing at your job then thats another question.

  • +2

    It does sound like there is something behind this. Maybe you said something that was a bit off too loudly. If you want to keep working there I would schedule another meeting with the manager and see if you can get to the bottom of this, and be conciliatory rather than belligerent. Otherwise leave a sign on your desk saying “work conversations only, please” and keep your head down for a while. This stuff doesn’t normally come out of the blue. Just wondering if the company is trying to downsize without paying packages. Often the immediate manager has to do the dirty work for senior management, if so escalating will only drop you further in it.

  • -3

    Without knowing the true ins and outs, I admire the strength of the manager for trying to weed out a bad apple so decisively.

    I'm sick and tired of management apathy that allows poor performance to continue simply because bosses are too scared. All power to her.

    • +4

      So weeding out people who actually complete their work on time = Good manager?

      Sounds like this manager is on the other extreme and micromanaging her employees or needs to exert her authority which is just as bad.

      • i Assume you have talked to the manager so you know both sides of this story - you seem to be making a few assumptions here.

    • I'm actually more qualified than my manager, younger aswell and the weirdest thing about my manager is i assign tasks for me to complete that is signed off by her because she lacks the experience in understanding what needs to be done.

  • +11

    Without a word of a lie. I would've told her to **** *** - and I wouldve then not come to work for 3-4 days without telling anyone and visited my GP requested councelling and then put in a bullying and harrassment claim, if your story rings that true and simple, people like her need to be axed and ruthlessly. It is absolutely ridiculous, there is clearly an ulterior motive either somebody above her doesnt like you and brought her in to cause you grief, or alternatively she is retarded and doesn't understand normal human behaviour. Either way, it looks like a power struggle and she is trying to assert authority. I think the first reply above is the most appropriate, request a review from somebody more senior. I would also lodge and internal complaint and escalate it, stating that it is not a reasonable request for me to not converse with other people in the workplace during business hours, as long as your work is completed, your interactions are a necessary contribution to the positive fabric of this work environment and this warning letter is almost a form of harrassment. Take it above her head and see what happens, if you dont get any love it could mean somebody else has it out for you and she is just the puppet. Also, how long have you worked here? how long has she worked here?

    • -3

      If the OP takes this attitude then senior management will soon mark him down as a trouble maker and start the process for the exit. You have no idea if this wasn’t coming from senior management in the first place? marking yourself as someone who can’t take a warning without going ballistic and over reacting reinforces that the OP is unsuitable for the position. Macho hubris is not the way to react here.

      Any GP that will give you a certificate for stress based on this is a hack.

      De-escalate and get to the bottom of the issue.

      • De escalation is ideal. However I dont feel the story is complete. The warning letter is being issued in very odd situation, so can only go based on what is presented.

        • True, which is why I recommend de-escalation. Going off like Godzilla is a sure way to reinforce the employee is unsuitable. Talk to the manager, calmly, and try to gauge what is really the issue. The last thing needed is something concrete to add to the perception.

    • Yeh thats the vibe i got from her when i first met her. She said hi my name is … and than said why do you have two monitors and i only have one.

  • +4

    Either your work is crap or someone doesn't like you. Remember this, just because she was the one to deliver the message doesn't mean she was the one who instigated the proceedings. In fact given she is so new I'd be surprised as most of the time people won't rock the boat too quickly unless she has been brought in with a specific objective to get rid of people.

    You should call Fair Work Australia to know your rights in the situation. You may want to speak to a more senior manager as well for perspective, especially if there is someone you have a good relationship with. Lastly I'd start job hunting as it sounds like the broader company does not value your contribution.

  • +1

    I'm picturing OfficeSpace.

  • This manager sounds like a real moron. If this was me, i would talk to whomever i wanted, then when i got fired i would obviously file for wrongful termination, there is no way a manager can tell you to stop communicating with people around you, they might as well complain you step too hard and loud, so tip toe everywhere.

    make sure you keep all correspondence.

  • +7

    This chick was hired to fire you.

  • +1

    You talk no work. Talk bad. You shut up do work. More money for me.

  • +4

    I have worked for a bully who made it their first move to assemble files with two official warnings on all their staff as soon as they were appointed. This allowed everyone to be on the verge of being sacked.
    I was on good terms with the CEO and told them they risked both big crashing morale, and risk of unfair dismissal lawsuits.
    It went on for several months of misery, until I returned from a holiday and the manager was gone.
    Happiest day of my life.

    So I suggest you consider whether you are being targeted, or if this is more widespread. If it is the manager’s approach, talk to HR, or the bigger boss.

  • +2

    Talk to HR first thing tomorrow. She should not have had that conversation without a more senior person in the room. Have you annoyed anyone recently? Clearly, she dislikes you or something that you did.

    You might also want to seek professional advice from a lawyer.

  • +1

    She is trying to get rid of you.

    Refuse to chat with anyone outside of break time until you have another job lined up.

    (optionally) Then when you are ready to quit because you have something better lined up, bring it to the attention of your boss's boss and bring her down with you.

    (important) Don't accept any counter offers from your current workplace, even if they offer more after this it proves how unstable they are.

  • +1

    Mate, the meeting was because she was going to send out that letter and to get your perspective on the situation (like all decent manager does)………the letter was not due to a 10min meeting with her lol. Most likely you were reported by various people around the department and the manager's the messenger. Since the manager's so new, she has no idea who you are or how you do your work, she probably just acted on the emails she gets in her inbox.

    • good point, maybe i'll ask for the evidence?

  • +2

    How do they know you were having a personal conversation.
    Tell the noisy neighbour to mind their own business and start paying attention to work instead wanting to know everybodys business.
    Your the one who has been violated and you should make a complaint against the F wit who is wasting everyone's time because they're incompetent .

  • I would say that your 'talking at work' has been a problem to others (who probably wish to remain anonymous) for awhile and that they have given the new manager the task of 'fixing it'. Just do as you are asked, as its obviously a problem in your workplace.

  • If you have an HR department seek clarification with them. If you value your job then I would do as your manager suggests. Diairise all incidents where you have interactions with other employees, regardless of reason, so that they cannot be used against you. If your manager requires you to attend a formal disciplinary meeting then s/he is required to give you fair notice, in writing, and allow you to bring a witness; if this notice is not given then you can refuse to attend the meeting. Should you be called in to their office and a conversation start that is based on your previous warning then you have the right to stop the meeting and leave. Try not to discuss anything with your colleagues (even out of work time), past experience has shown me that sometimes it is the one person you think you can trust that is stabbing you in the back. I am unsure why you think you can only talk to your manager, the letter you received didn't state that only that you keep none work related chat to a minimum.

  • +7

    Leave, and never look back.

    • That's the most obvious thing as its just not worth the abuse and harassment.

  • +3

    and send Bikies they love nark dogs

  • +2

    Get your manager to post her version here also.

    Hard to determine the truth with just your version of events

  • +7

    I've had a similar experience in the past. I regret not making a fuss of it as soon as it started.

    Escalate to her manager. Involve HR. Formal complaint about her. Take some time off if you need it. Call the union so they're aware of the situation and see what can be done. Start noting any signs of incompetence/further incidents like this to bring up if need be. Diarise all interactions with her henceforth.

    Things will only get worse from here, sounds like she has it out for you.

    • Yeh it seems like that for me. I did confront her once when she had moved my desk and she came up with a sly reason saying "to improve peoples work space flow".

  • OP what industry are you in and how are you able to work as a solo person? Have you discussed this with other people at work?

  • +1

    Start looking for other jobs

    Speak to someone above her

    Say you dont agree with a 1 written warning leading to potential loss of job 1 week later. There are legal frameworks around this.

    Hard to understand on the limited info, but seems like shes just doing something to make it look like shes doing stuff of value, whilst not understanding whats really required of the role.

  • +1

    How many year have you been at the company?

    Companies cannot issue you something like the above and then proceed with dismissal. Most of what is in the letter is subjective and doesn't really mention anything relating to performance outcomes. Who doesn't have the odd personal conversation at work? What is being claimed by your manager is dumb!

    Worst case the company needs to give you a redundancy.

    As others have mentioned get HR involved and if there are performance issues these need to be outlined formally with an agreed management plan.

    • i have been there 7 months while she has been there 2 months. Before i had a job for 5 years

      • Ok, so redundancy doesn't apply in this case.

        As others have said, start looking for another job but you cannot be terminated without cause and what you said above is subjective.

        Also speak to fairwork, they will put you on to people that can help.

        Whatever the outcome, you will end up leaving. Just leaves a bad taste when a company does things like this. It is obvious you manager has taken exception to you or someone else has and pushed the dirty work on to your manager.

  • +4

    Honestly I would just start looking for another job.

    Sounds like they don't want you around - you can fight and have a whole heap of heartache and be unhappy for a while or just find a new job and get on with your life.

  • +5

    Why has the op not responded to any statements or questions?

    • +4

      No personal conversations allowed, remember?!

    • +2

      realised the new manager is into ozbargain forums too :D

    • i responded now sorry, was out. Put it in the update

  • +1

    sounds like this new manager just couldn't wait to assert her authority, and for whatever reason, had decided make an example out of you.

    probably time to polish up your resume/update your LinkedIn.

    Once you have found a new job, then by all means go and complaint to HR/higher ups, don't let her get away with it.

  • +2

    Sounds like workplace bullying… Mention this to her and seek legal advice.

    • I second the legal advice. Particularly around being told of an "effective termination date" after a single warning.

    • The only thing is this job ain't work lodging a legal case against her. I don't want it to harm any of my future jobs as it is a very mediocre job.

  • +2
    1. Start looking for another job yesterday, I know it sucks looking for a new one, but if what you say above is accurate, you do not want to stay there, as the old adage go's "bad managers lose good staff".

    2. Note down all interaction with her, specifically what she says, times etc, it might look like nothing now, but if again what you say above is accurate and she becomes someone who tries to bully you out of the company, at least you have dates and times and conversations that may be useful if legal action needs to be taken.

    You can try to look for policies and procedures around this, engage in right or wrong, or take it up to a higher manager or other employees, but all of these options will bring more light on the issue, make it more argumentative and I wonder whether its a battle easily fought. For now, I'd be personally just loading up my ammunition, if its similar as you write above and shes the one making issues with others, you'll have a whole lot more ammo once she pisses off more people, more so if she turns this into an employee vs manager battle, as thats how kings fall.

    • The coincidental thing happened 2 weeks ago when one of the top programmers left the company after this manager of mine refused to pay him overtime for working on Saturday and Sunday. Than the senior manager threw him a farewell party hoping he would continue working for the company in his spare time, but he never returned.

  • Changing job just because of this is not ideal - particularly if you want your job (I am not saying you enjoy or like ) - go for a fight - your manager is on the course of unfair dismissal - make complaint against her - you must be standing your ground if you believe ( with full consciousness ) you did nothing wrong. There might be too many other factors behind the scene - but an excuse like this one is a poor job to get rid of you. I bet your new boss has no higher education at all, with all due disrespect … she must be the typical lame manager …. Don't be afraid , bully like her will certainly loss in the end. Worst case scenario, there are lawyers fighting unfair dismissal cases for you without upfront fee — they will be very interested to hear from you.:)

  • I believe there is definitely more to the story, however from the little we've been told, manager is definitely in the wrong.
    Would be good to have OP provide the full picture

    • The more to the story that i can't get into depths off. She has asked me for company information from my previous company and told me to change it slightly and present it for this company i'm working for. I told her i can't breach privacy of another company but i can create the information from scratch for this company, but it will take time as the information took years to develop.

  • Yes its true, three strikes then only you are out.

    or you could use your draw 4+ card to change the colour you want and be a much happier person.

    Are you the "christy.Bambi" who is into horror stories? ^_^

  • This is ridiculously poor people management. A quiet word about the issued would have resolved it. If the undesired behaviour continues then things can get a bit more formal. It's not as if you did something really serious, like steal an office pen!

    There are a number of variables to consider before meaningful advice can be given. For example, are you a member of a union? Do you work in the private or public sector. Is it a large or small organisation?

    If you work in the public sector and are a union member you could have a lot of fun with this. On the other hand, if you work for a small family company, and your boss is the owners daughter, it is probably time to look for a new job?

  • It sounds like your manager is jealous of you speaking with others. She wants to have you exclusively lol…

  • +1

    This is so far from normal practice that it left me with the feeling it's a troll post.

    If it's not I suggest you contact your union or a competent lawyer. This could be a "constructed dismissal" - if you get legal advice (and follow it) you may well have a nice long paid vacation and come back to a brand new supervisor.

      • +4

        um, you can read all the info you have marked out. including your name, the business name and your managers title

        • Gets popcorn

        • woops bad upload, fixed it, Keep it to yourselves.

        • @Christy Bambi: take the name off man. Likely to not end well if you dont

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