According to the brief information given by you, it is not clear that what is the offence type, level of employee and the relevant rules. However any such letter should contain the date and place of the offence, the possible/actual damage/cost to the organisation and the reference to the relevant rules/policies which have been violated. It must also contain the view of the company (level of concern) and the level of future concern.
Warning letters are to prevent the re-occurences of middle level offences and check the deviations from rules. It must be handed over to the employee by the HOD in presence of his immediate superior. It should be signed by HOD and kept in the personnel records of the employee after getting it signed by the employee too.
Thanks, it is followed in my organisation. Is it useful?
3rd September 2008 From India