written warning letter template template

Written Warning Letter Template

How do you write a first warning letter to an employee? Just download this printable warning letter and use it as a guide for writing your personalized letter.

bizzlibrary template file type image
Warning Letters
.docx (0.02 MB)


As an employer, issuing a written warning is a way to document an employee's problematic behavior in the workplace and the potential consequences if they don't improve. This can help the employee understand the seriousness of their actions and encourage them to change their ways.

How do you write a first warning letter to an employee?

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. 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 letters to your employees:
  • 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.

Sample sentences for written warning letter:

Below is provided a sample warning letter. You can download it and use it after making changes as per your requirements and criteria. We are not only providing you tips, but also a sample warning letter that you can use after certain edits. Here is a sample letter for your guidance:

Dear {{Name}},

Please be advised that this memorandum serves as a written warning. I am issuing this written warning as a result of your {{State Performance and/or Conduct Issues}}.

(Detail the Times, Places, and other Pertinent Facts concerning the Performance or Conduct Issues.

Include Applicable Training Provided, Supervisory Counseling, Performance Reviews, other Discipline Related to this Issue). (Include any Expectations, Corrective Action, Improvement Plans, and Timeframes for Improvement discussed with the employee).

You may submit a request for a review of this written warning to (The Agency Appointing Authority or Designee) no later than {{Number}} calendar days from receipt of this warning.

Your request for review should be in writing and include documentation of any mitigating circumstances that cause you to believe that this warning is undeserved.

We would like to inform you that the contents of our website (including any legal contributions) are for non-binding informational purposes only and does not in any way constitute legal advice. The content of this information cannot and is not intended to replace individual and binding legal advice from e.g. a lawyer that addresses your specific situation. In this respect, all information provided is without guarantee of correctness, completeness and up-to-datedness.

Download this sample template for a written warning letter for free from our website. Make some changes in the document available in Microsoft Word format. If you like this letter, please give us a big thumbs up. Your valuable feedback matters a lot to us. Head towards our website for some useful content.

The content is for informational purposes only, you should not construe any such information or other material as legal, tax, investment, financial, or other advice. Nothing contained this site constitutes a solicitation, recommendation, endorsement, or offer by Bizzlibrary or any third party service provider to buy or sell any securities or other financial instruments in this or in any other jurisdiction in which such solicitation or offer would be unlawful under the securities laws of such jurisdiction.


Denver Stanton(8/8/2022) - USA

Thank you for this!!

Vasiliki Mclaughlin(8/8/2022) - USA

Thank you for this!!

America Short(8/8/2022) - AUS


Maud Adams(8/8/2022) - GBR

Very useful, glad to see it! *****

Last modified

You May Also Like