warning letter to employee template

Warning Letter To Employee

How to write a warning letter to employee? When writing a warning letter, check out and download this written warning letter sample now.

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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 to write a warning letter to 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.

See sample warning letter to employee below:

Dear Sir/Madam {{Name}},

This is to inform you that you have been found to resort to an unprofessional approach in the work place. This letter shall serve as a formal warning letter for your behavior in office during the last {{Numbers}} months. Thinking of it as a temporary deviation, we chose to ignore it and take it lightly all this time but it seems like your colleague and department head have had enough therefore I, being the MD of {{Company Name}} would like to personally warn you.

This warning shall mean that you must be present in office on every working day at {{Time}} sharp and would inform your department head one day prior to taking a leave. You are also being ordered to show some professionalism while dealing with fellow office workers. If you are found to disobey any of these points, then you shall be dismissed without a prior notice.

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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Abbie Stanley(8/17/2022) - NZL

Thank you for the letter!!

Alishia Skinner(8/17/2022) - DEU

Great work, thanks

Delma Mosley(8/17/2022) - GBR

Easy and quick to modify

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