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Are you looking to create your first warning letter to an employee or do you want an official communication mechanism in your HR department? This blog shares some frequently used warning letter templates that you can copy and use immediately. Further, we have explained the entire process you must use to transform employees’ behavior.
Table of Contents
What Calls for a Warning Letter?
A warning letter to an employee is a formal HR process to record misconduct, a disciplinary issue or poor performance and discuss it with the employee. Additionally, the letter helps in setting expectations for future behavior and may be a precursor to termination.
An employee warning letter is a formal communication mechanism that allows HR managers to take control of the situation and take necessary actions that follow the company policy.
When verbal communication between an employee and their supervisor (or HR Manager) does not lead to the desired changes, a written employee warning letter helps in highlighting the situation and recording the gaps. Therefore, this process helps in ensuring the following:
- » First, documenting a warning through a formal letter. This ensures that the employees understand the matter is serious and needs timebound improvement.
- » Next, storing all written communication in the employee’s file. It will ensure easy reference in case of similar incidents in the future.
- » And finally, using official warning letters as legal documents. These will serve as a legal evidence if you require any legal action.
What to Do While Issuing a Warning Letter to an Employee?
Use the following guidelines to issue a warning letter to an employee. By adhering to these, you will ensure that the process has the desired impact.
- » Start by scheduling a meeting with the employee to discuss the issue via email or a written request. (if the employee is not on email).
- » Subsequently, follow it up with a phone call to ensure the employee understands the importance of the meeting.
- » It is advisable to discuss the warning letter in a formal setting such as a meeting room, your office or a supervisor’s cabin and never in public places such as restaurants or company cafeteria.
- » Additionally, always create the employee warning notice on your company’s letterhead.
- » After that, print two copies of the warning letter, one for the employee and the other for office records.
- » Now, start the discussion by sharing why you have set up the meeting and then discuss the issue with the employee, citing specific areas that were of concern. Moreover, gather in-depth details about the issue beforehand, since the employee will often try to justify their behavior.
- » Explain to the employee the specific outcomes you expect within the given timeline.
- » Subsequently, document the employee’s thoughts (if any) on the company copy of the warning letter.
- » Finally, share a signed copy of the warning letter with the employee and get the signature of the employee on the company copy. File the letter in employee records.
Employee Warning Letters
Here are 8 warning letter templates that you can copy to a Word document and issue to employees as the need arises. Additionally, you will need to fill in the data that is applicable to the specific situation by filling in replaceable data that is indicated between angular brackets (< >).
Discipline Issue
Any employee who violates the key section in the company’s policy document is subject to a formal warning letter as part of disciplinary action. Examples include harassment and violence.
A study found that 96% of respondents agreed that negative employee discipline could result in disciplinary actions (including warning letters) in their organization.
[Date: The date when the letter was generated]
[Name: Full Name of employee]
[Address: Address of employee]
Subject: Warning for Disciplinary Incident
Dear [First name of the employee],
This letter is to serve as an official warning to you for the incident that happened on <Date of Incident>. Following the event, we were informed about <Describe in brief the Incident>. Instances of misconduct are not expected in the workplace and are against Company Policy <mention the name of policy, page number, section no, para number, or serial number in the company policy document>.
Furthermore, our policy and guidelines are designed with a goal to make the work environment and company culture open and safe for all employees at all levels. Therefore, we expect every employee to respect and follow these guidelines in order to encourage a collaborative and performance oriented work culture.
Since you have been found to be violating the rules, we are hereby putting you on a warning period <Mention the duration of warning Period>. During this period, your behavior will be monitored.
Further instances of this misconduct will attract severe disciplinary action, such as:
a) Suspension without pay
b) Termination without prior notice
We continue to believe that you are a valuable part of our organization and expect you to show immediate improvements. Looking forward to seeing positive outcomes of this discussion.
If you need assistance or have queries, please feel free to reach out to me anytime. Also, you are requested to sign a copy of this letter to indicate your acknowledgement of the discussion.
Sincerely,
[Your Name]
[Your Job Title]
[Company Name]
[Contact information]
Performance Issue
This employee warning letter documents issues related to employee performance and is a formal mechanism to indicate that the employee needs to achieve their goals, or they may face termination.
[Date: The date when the letter was generated]
[Name: Full Name of employee]
[Address: Address of employee]
Subject: Warning for Poor Work Performance
Dear [First name of the employee],
This letter serves as a written warning to you for not meeting your objectives as outlined in your <Appointment Letter / Job Description / Prior performance appraisal / Goals as agreed between you and your supervisor>.
Following our discussion held on <date>, we would like to formally document concerns regarding your below-par performance.
As intimated by <the management / your supervisor>, we are putting you on a Corrective Action Plan commencing from <mention date>. We are introducing this plan to help you bring your performance up to an acceptable standard, considering your capabilities and the requirements of your job role.
Each member in our company is expected to contribute to the best of their abilities and meet the objectives laid out in their job role. Hence, we would like you to immediately improve your performance and meet the expectations of your supervisor and company management.
We believe that you have the potential to be a meaningful contributor and would like you to work with commitment and resolve.
Furthermore, if you need assistance or have queries, please feel free to reach out to me anytime. You are requested to sign a copy of this letter to indicate your acknowledgement of the discussion and also document specific outcomes in the notes section below.
Sincerely,
[Your Name]
[Your Job Title]
[Company Name]
[Contact information]
Frequent Absence
Employers issue this warning letter when employees are frequently absent or fail to follow their work schedules.
[Date: The date when the letter was generated]
[Name: Full Name of employee]
[Address: Address of employee]
Subject: Warning for Irregular Attendance
Dear [First name of the employee],
Due to repeated irregularity at work in <specify period>, a formal written warning is being issued to you. Upon review, we have observed the following issues. <Remove the non-applicable items>
a) You have taken too many leaves without prior approval of your supervisor
b) There are instances of late arrival and early departure from the office
c) Your working hours fall short of the required duration in the office
d) In addition, there are deviations from your assigned shift timings
It has come to my knowledge that your supervisor has already discussed this with you multiple times, but there has been no improvement so far. Please consider this letter as an official warning from the management of our company.
It is important to note that the office is a place where your presence matters. Every employee (including you) has work targets and responsibilities, and unexpected absence of any team member hampers productivity and the outcomes everyone is working towards. Moreover, irregular attendance also affects team morale and company discipline.
We are putting you on a warning period of <specify duration>, and your attendance will be observed closely. If you continue to violate these policies and do not show changes in your behavior, the company reserves the right to terminate your employment without any further notice.
Furthermore, if you need assistance or have queries, please feel free to reach out to me anytime. You are requested to sign a copy of this letter to indicate your acknowledgement of the discussion and also document specific outcomes in the notes section below.
Sincerely,
[Your Name]
[Your Job Title]
[Company Name]
[Contact information]
Dress Code Violation
A dress code violation occurs when an employee’s attire does not adhere to the company’s guidelines for appropriate workplace clothing. Rules for dress code violations can vary depending on the organization and its policies. A few common examples may include:
- Too casual or inappropriate clothes
- Overly revealing or provocative dressing
- Offensive language or imagery on clothes
- Failing to maintain personal hygiene or basic grooming standards
Use this formal employee warning letter template to ensure that employees adhere to standards set by the company regarding appropriate workplace clothing.
[Date: The date when the letter was generated]
[Name: Full Name of employee]
[Address: Address of employee]
Subject: Violation of Dress Code in the Workplace
Dear [First name of the employee],
It has been noticed that you have breached the company’s dress code policy. Your attire on <date of violation> did not meet the standards outlined in our dress code policy, specifically <mention specific violation, e.g., inappropriate clothing, casual attire, etc.>.
While occasional oversights can happen, adherence to the company’s dress code guidelines is essential at all times. Your appearance reflects the professionalism and values of our organization, and deviations from the dress code can be disruptive and unprofessional.
As a result of this violation, we are issuing you this warning letter. Continued violations of the dress code policy may result in further disciplinary action.
We expect your immediate compliance with the dress code policy. If you have any questions, please discuss them with your manager or the HR department.
Hope you will take this matter seriously and ensure that your attire complies with our dress code policy in the future.
Sincerely,
[Your Name]
[Your Job Title]
[Company Name]
[Contact information]
Sexual Harassment
Sexual harassment in the workplace is inappropriate sexual behavior that makes the work environment hostile. It can happen in various ways:
- Verbal harassment
- Non-verbal harassment
- Physical harassment
- Visual harassment
- Quid pro quo harassment
Organizations need to promote awareness and ensure a safe and respectful workplace environment for all employees.
Employers have a legal obligation to prevent sexual harassment and subsequently provide mechanisms for reporting and addressing complaints.
[Date: The date when the letter was generated]
[Name: Full Name of employee]
[Address: Address of employee]
Subject: Warning Letter for Sexual Harassment in the Workplace
Dear [First name of the employee],
It has come to our notice that you have engaged in behavior that constitutes sexual harassment in the workplace. Such conduct is entirely unacceptable and goes against the principles of respect, professionalism, and integrity that we uphold at <Company Name>.
Sexual harassment in any form creates an uncomfortable work environment for employees. Engaging in this conduct breaches company policy and contravenes the law.
Additionally, your actions not only undermine the trust and respect within our workplace community, but also expose the company to legal liabilities and damage our reputation.
This warning letter serves as a formal reprimand for your conduct. We take this matter very seriously, and any further instances of sexual harassment will result in severe disciplinary action, including termination of employment.
We expect immediate and sustained improvement in your behavior. You are encouraged to participate in any training or counseling programs provided by the company to address this issue and prevent its recurrence.
Sincerely,
[Your Name]
[Your Job Title]
[Company Name]
[Contact information]
Leave Without Information
This employee warning letter informs employees about taking leave without prior information or approval.
The employer issues a formal “leave without information” warning letter when an employee fails to apply for leave or inform their supervisor or the HR department. It further clarifies the specific policy or procedure that the employee has breached, thus emphasizing the importance of adhering to company rules regarding attendance and leave.
[Date: The date when the letter was generated]
[Name: Full Name of employee]
[Address: Address of employee]
Subject: Unauthorized Absence from Work
Dear [First name of the employee],
It has come to our attention that you were on leave without prior information or getting approval from your manager. Unapproved leave is a serious violation of company policy.
We understand that unforeseen circumstances may arise that require you to take leave on short notice. However, it is your responsibility to inform your manager or HR promptly and follow the proper leave request process.
Failure to adhere to these processes not only disrupts workflow but also creates unnecessary inconvenience for your colleagues and affects productivity.
As a result of this unauthorized absence, we are issuing you this warning letter. You must understand the importance of timely communication and compliance with company policies.
Any future instances of unapproved leave may lead to further disciplinary action, up to and including termination of employment.
We expect your full cooperation and adherence to company policies moving forward. If you have any questions regarding our leave policies, do discuss them with your manager or the HR department.
We trust that you will take this matter seriously and won’t repeat this in the future.
Sincerely,
[Your Name]
[Your Job Title]
[Company Name]
[Contact information]
Negligence
An employer issues a warning letter for negligence when an employee’s lack of diligence or care negatively affects business operations. It serves as a formal notice to address the relevant issue, outlining expectations for better improvement and emphasizing the core importance of accountability in the workplace.
[Date: The date when the letter was generated]
[Name: Full Name of employee]
[Address: Address of office location]
Subject: Negligence at Work
Dear [First name of the employee],
It has come to our notice that on [mention date], there was an instance of your negligence, specifically [explain the negligence, such as not following safety procedures, filing inaccurate reports, or failing to complete assigned tasks]. Team productivity and business operations have been directly impacted by this.
Going forward, it is expected of you to:
a) Make sure all duties are completed accurately and diligently.
b) Adhere to the company’s guidelines for all operational procedures.
Please be aware that repeated carelessness or disregard for company policies may lead to disciplinary action, including termination of employment.
You are expected to view this warning positively and work toward improving your performance. Should you need any clarification or support in performing your duties effectively, please reach out to your manager or the HR department.
Sincerely,
[Your Name]
[Your Job Title]
[Company Name]
[Contact information]
Unprofessional Behavior
When an employee behaves improperly, rudely, or violates the organization’s code of conduct, the employer issues a warning letter for unprofessional behavior.
It draws attention to the particular instance or pattern of conduct that deviates from corporate standards. Moreover, it serves as a reminder to the employee of the significance of acting professionally at all times.
This letter reaffirms the company’s commitment to a polite, cooperative, and effective work environment and acts as a formal notice to address the behavior.
[Date: The date when the letter was generated]
[Name: Full Name of employee]
[Address: Address of office location]
Subject: Unprofessional Behavior at Work
Dear [First name of the employee],
It has come to our attention that there was an incident of unprofessional behavior on your part on [mention date], specifically [briefly describe the behavior — e.g., inappropriate communication with colleagues, disregard for workplace decorum, or failure to maintain professionalism in meetings/interactions]. This behavior violates the company’s standards and expectations for workplace conduct.
Your behavior has not only affected team morale, but it has also made the workplace uncomfortable for others.
From next time, you must maintain a professional demeanor and treat everyone with respect. Also, follow the company’s code of conduct, and stay away from behavior and words that can be interpreted as impolite or improper.
Please be aware that any further instances of unprofessional behavior may result in additional disciplinary action, up to and including termination of employment.
If you require any clarification or guidance regarding workplace expectations, please reach out to your manager or the HR department.
Sincerely,
[Your Name]
[Your Job Title]
[Company Name]
[Contact information]
Concluding Thoughts
Warning letters are vital tools for managing employee discipline and performance. Use standardized templates to ensure consistency, fairness and compliance. To handle disciplinary issues more effectively and fairly, consider these best practices:
- – Linking a disciplinary issue with an online Performance Improvement Plan helps you ensures timely feedback and enables quick remedial.
- – If your employee responds well and shows improvement, don’t forget to follow up with positive feedback and words of encouragement.
- – It will be helpful to manage the entire “warning letter to employee” process in your HRMS to allow standardization of templates and an easier generation process.
To make these processes more efficient, HR professionals can use tools and platforms that will help them draft and manage warning letters. Not only this, it also helps in simplifying documentation and ensuring compliance to maintain consistency across all HR communications.
Empxtrack provides customizable templates for different types of employee warning letters that can simplify and standardize your HR processes.
Frequently Asked Questions
Q1. | How to write a warning letter to an employee? |
| Ans. | First, clearly state the issue. Then provide specific examples of misconduct or poor performance etc. Besides this, outline the expectations for improvement, and mention potential consequences if the behavior continues. Keep the tone professional and ensure the letter is dated and signed for documentation. |
Q2. | How to write a warning letter to an employee for poor performance? |
| Ans. | To write a warning letter to an employee for poor performance, firstly specify the exact issues. Include examples, like missed deadlines or poor work quality. Also, set clear, measurable goals for improvement. Provide a timeline for review. Finally, mention possible consequences if there is no improvement. |
Q3. | What should a 1st warning letter to employee sample include? |
| Ans. | Here’s a sample of a 1st warning letter to an employee: [Date] [Employee Full Name] [Office Address] [Subject] Dear [First Name of the Employee], This letter serves as a formal warning regarding your recent [ specify the issue] issues. Specifically, we have observed instances of [describe specific behavior or performance concerns], such as [provide specific examples]. These actions violate our company policy on [mention relevant policies]. To rectify this situation, we expect you to [outline clear expectations for improvement] within [set a timeline]. Failure to demonstrate improvement may lead to further disciplinary action. We believe you can succeed in your role, and we are here to support you. Sincerely, [Your Name] [Your Job Title] |
Q4. | How to write warning letter to employee for late coming? |
| Ans. | To begin with, the warning letter to employee for late coming can have the following content: “This letter serves as a formal warning regarding your repeated late arrivals to work. You have consistently reported to work after the scheduled start time of <mention the time>. As per our company policy, employees are expected to be punctual to maintain team productivity. We expect immediate improvement in your punctuality. Continued lateness may result in further disciplinary action. Furthermore, if you are facing any challenges, please speak with your supervisor for support.” |
Q5. | Where can we find employee warning letter templates? |
| Ans. | You can find employee warning letter templates on Empxtrack’s blog. As a matter of fact, they offer a variety of free HR warning templates that can help you draft effective letters. Visit this link to access the templates. |
Q6. | What is an example of warning letter for misconduct? |
| Ans. | When an employee exhibits improper or unacceptable behavior at work, they are given a warning letter for misbehavior. For instance: “This letter is a formal warning about the misconduct you were found to have committed on <mention date>. Additionally, company regulations and professional standards are violated by your activities, including <briefly describe the wrongdoing, e.g., use of improper language or disrespectful behavior>. Such conduct disrupts workplace harmony and will not be accepted. It is recommended that you always act appropriately and follow company rules. Stricter disciplinary measures, such as suspension or termination of the job, may result from any additional wrongdoing.” |
Q7. | What is a formal warning letter? |
| Ans. | It is an official document issued by an employer to address an employee’s misconduct, policy violation, or poor performance. In particular, it outlines the specific issue, expected improvements, and potential consequences of repeated behavior. Moreover, this letter serves as part of the organization’s disciplinary process to encourage corrective action. |
Q8. | Can an employee refuse to sign a warning letter? |
| Ans. | Yes, but doing this does not invalidate the warning. However, refusing to sign is not recommended and may be seen as an act of misconduct. |
Q9. | How many warning letters are usually given before termination? |
| Ans. | There is no set number of warnings, as it depends on company policies. Usually, this process comprises giving one verbal warning, followed by two written warnings. |
Q10. | Does a warning letter affect future appraisals or promotions? |
| Ans. | Yes, it can affect future appraisals or promotions as it becomes part of the official employment record. By all means, this record can often be used for considering future appraisals and promotions. |
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Dear Mr. Khan
Designation: Safety Coordinator
Department: Health, Safety and Environment
Subject: Safety Caution any negligence in the workplace 24×7
This letter is to inform you that any accident occurred inside the plant negligence failure of safety you are fully responsible and answerable in front of government officials please note that.
We request you please focus on your duties and provide the advices, information and guidance, raising awareness in workplaces by influencing and engaging, operating permissioning and licensing activities in major hazard areas carrying our targeted inspections and investigation it’s your duty.
We continue to believe that you are a valuable part of our organization and expect you to show immediate improvements. Looking forward to seeing positive outcomes of this discussion.
Thank you very much.
With regards,
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