employee warning letter template

Employee Warning Letter

How do I write a warning letter to an employee? Download this sample lateness warning letter template now for your quick and easy reference.

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Warning Letters
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Employee conduct warning letters are documents issued by employers to notify employees of violations of company policy. The purpose of a warning is to inform employees of their unacceptable behavior, poor performance or behavior, and the consequences of their actions. If an employee continues to violate company policy after a verbal warning, they will be notified in writing to protect the company from future disputes.

How do I write a warning letter to an employee?

A warning letter is a formal letter from an employer or manager to an employee of an organization as a means of communication. Warning letters (to students, teachers, etc.) are also issued by schools, universities, government agencies, business organizations, etc. as a disciplinary measure. The main purpose of a warning letter is to let people know about their mistakes and what needs to be corrected when there is room for improvement. When you noticed that an employee is not respecting the procedures and rules prescribed by the company for their staff while carrying out their duties at the workplace, it's important to give a verbal and written warning. The warning letter should clearly describe the problem caused by the employee in order to provide the employee with a fair and reasonable opportunity to change their course of action. Companies can address employee-related issues by issuing a warning letter and taking corrective action. More specifically, when you find staff in violation of guidelines for Employees at Work Handbook, which was handed over to you during their onboarding procedure, they need to be properly informed and it must been registered in your HR systems.

Guidelines for writing a warning letter to your employee:

  • Determine the reason for writing the warning. There will be an outcome for your warning, either you want to improve the employee's behavior or are you paving the groundwork for termination.
  • Discuss the situation with others at the management level so you can get some useful insights. Determine who will actually write the letter and who will deliver it.
  • You wrote a warning that could become a legal document, so you should always use formal guidelines. This will ensure that your written warnings are taken seriously and have the desired effect.
  • Violating company policy can lead to termination of employment. If you have an employee handbook, copy the policy or policies the employee broke and include it in your warning letter.
  • Make sure to include all of the important details in your description of the incident, including when it happened, what transpired, and who was involved. This will help ensure that your account is convincing and persuasive.

Employee Warning Letter

See sample warning letter to employee below:

Dear Sir/Madam {{Name}},

This letter is to bring to your attention that there have been many unsatisfactory aspects which have been noticed in your work performance and overall behavior in office. The most striking factor was your absence from office on {{Number}} occasions in a span of {{Number} months. Moreover, you have been found to submit work reports quite late which cannot be accepted in any way.

You can consider this as the last and formal warning from my side, after which we would be forced to take a difficult decision in the favor of the office. If you are facing any kind of difficulty which you would like to talk about or discuss, then you are completely welcomed to do so.

But there is no place for any misbehavior of any kind in our company, so please take notice of that.

Yours sincerely,


Download this Warning letter to employee template and let your employee know that you don't appreciate their behavior. Print out your Warning letter template now, in order to make sure you will grab your readers’ attention! Fast, safe and easy!

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Carin Stephenson(8/15/2022) - USA


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