What is a written warning?
The definition of a written warning is a cautionary reminder in writing that outlines the behavior expected in the workplace, details incidences of misconduct, and highlights the corresponding consequences.
Issuing written warnings at work can help HR professionals put an end to repeated lateness, continued absenteeism, poor performance, and breaches of company policy.
A written warning for employees indicates the severity of the employer’s concerns—and clarifies that the person in question needs to match or exceed the standards of behavior outlined in the employee handbook.
What should you include in an employee warning letter?
A clear and concise employee written warning states and numbers each infraction and includes:
- The incident date(s)
- The name of the person’s supervisor
- The name of the person’s HR representative
- Person’s name
- Person’s job title
- A clear account of the verbal warnings given
- The conduct they need to change
- Consequences if the person’s behavior doesn’t change
- The company’s policy regarding the warning’s time frame and how long it will remain on a person’s record (typically 6-12 months)
- How to appeal
<<Help your people grow with our performance improvement plan template.>>
Employee written warning templates
Typically, HR professionals will give one verbal and two written warnings before a dismissal.
The first written warning needs to be specific and detailed. We suggest the following format:
Template #1: First written warning
- [Company name and address]
- [Person’s first and last names]
- [Person’s job title]
- [First and last names of person’s supervisor or manager]
- [Date]
Subject: Written warning
Dear [First name],
At [Company name], we recognize the importance of maintaining a consistent and experienced workforce, maintaining workplace standards, and retaining our employees wherever possible. [Company name] wants to retain you as a team member. However, some changes to your behavior at work are needed to ensure your employment can continue.
We are issuing a written warning because you have failed to meet the performance we expect of you, as outlined in your terms of employment.
Specifically, [clearly state the unacceptable behavior or conduct] on [date]. On [date], you received a verbal warning for [state the unacceptable behavior or conduct]. This written warning marks an opportunity for you to correct your [unsatisfactory performance and/or behavior].
For your [performance/behavior] to be considered satisfactory, you must achieve and maintain the following performance standards. [Describe what the person must do to improve their behavior] by [insert the time frame according to your company policy—typically 12 months.]
Your failure to meet the conditions of this written warning, the development of new or related problems, and/or your continued unsatisfactory performance will lead to more serious corrective action—up to and including the termination of your employment.
If your behavior does not change, you will receive one additional final written warning before your employment here is terminated.
We believe that you add significant value to our company and hope you will work to improve your behavior.
This warning will be added to your employment record for [insert length of time—typically 6-12 months].
Please let me know if you have any questions or concerns and sign this letter to acknowledge receipt.
Manager
Print name:
Signature:
Date:
Employee
Print name:
Signature:
Date:
Template #2: Final written warning
If the person’s behavior doesn’t improve within the time frame set in the first written warning, then a final written warning is due. Final written warnings set a clear, explicit, and fixed time frame within which the outlined conditions must be met to avoid dismissal.
We suggest using this final written warning template:
- [Company name and address]
- [Person’s first and last names]
- [Person’s job title]
- [First and last names of person’s supervisor or manager]
- [Date]
Subject: Final written warning
Dear [First name],
- [Outline the expected behavior at work]
- [Detail the unacceptable behavior]
- [Detail the frequency of when the unacceptable behavior occurred]
On [date], you received a verbal warning for [state the unacceptable behavior].
On [date], you received a first written warning for [state the unacceptable behavior].
As advised at our meeting on [date], your performance has not improved and continues to be unsatisfactory.
This is a final written warning. If significant improvement in your behavior is not achieved by [date] and you continue to [behave inappropriately], we may terminate your employment.
Please let me know if you have any questions or concerns and sign this letter to acknowledge receipt.
Manager
Print name:
Signature:
Date:
Employee
Print name:
Signature:
Date:
Examples of written warning letters
Some written warning letters address concerns around an employee’s poor performance, unprofessional behavior, and attendance issues.
Example of a written warning for employees with poor performance
If someone is failing or is incapable of doing their job to the required standard, consider using this template to inform them of their poor performance:
Dear [First name],
We are informing you that, based on our [company policy or performance requirement], you are officially failing to meet the performance measurements for your job for the following reasons:
[List the reasons how and why the person isn’t performing up to expectations]
As a result, we need you to [outline your expectations and set timelines to meet
the goals you list].
If we do not see these improvements, additional disciplinary action will occur—up to and including the termination of your employment.
We will add this warning to your employment record for [insert length of time—typically 6-12 months].
Please let me know if you have any questions or concerns and sign this letter to acknowledge receipt.
Manager
Print name:
Signature:
Date:
Employee
Print name:
Signature:
Date:
<<Help your people grow with our performance improvement plan template.>>
Sample of a write-up for unprofessional behavior
Unprofessional behavior can set a bad precedent in the workplace. Common examples include bullying and harassment, aggressiveness, and the refusal to perform requested tasks. You can use the following template to craft a written warning for unprofessional behavior:
Dear [First name],
As discussed on [date of verbal warning], your behavior is unprofessional and is negatively affecting your work performance and team’s productivity.
On [date], you [detail the unprofessional behavior(s)]. This behavior is unprofessional and does not meet the expected standards of [company name] as outlined in [company policy].
As a result, we require you to [outline your expectations and set time lines to meet the goals you list].
If we do not see these improvements, additional disciplinary action will occur—up to and including the termination of your employment.
We will add this warning to your employment record for [insert length of time—typically 6-12 months].
Please let me know if you have any questions or concerns and sign this letter to acknowledge receipt.
Manager
Print name:
Signature:
Date:
Employee
Print name:
Signature:
Date:
Example of a written warning for employees with attendance issues
Anyone can be late to work due to circumstances outside their control. Family issues, delayed trains, and bad traffic can all cause lateness. However, consistent lateness or absenteeism costs time, wastes money, and risks causing widespread frustration.
This example shows how to write an employee warning letter that highlights the consequences of continuing lateness or absenteeism.
Dear [First name],
As discussed on [date of verbal warning], your repeated [lateness/absenteeism] is damaging your work performance and your team’s productivity.
We take attendance issues seriously and expect you to comply with the company policy regarding [lateness/time off].
However, you continue to violate this policy and [were late/didn’t come into work] on [list times and dates of lateness/absenteeism] without giving prior notice to either HR or your manager.
We understand that unexpected issues can cause lateness or an unplanned absence. However, we expect our employees to be professional, communicate problems promptly, and act in the best interest of the company.
We ask you to correct your behavior and [explain your lateness/ask for time off in advance, as outlined in our company policy].
If you cannot resolve your attendance issues, we will need to take further disciplinary action—up to and including the termination of your employment.
We will add this warning to your employment record for [insert length of time—typically 6-12 months].
If you need to discuss the complications that are causing your [lateness/absence at work], we are here to help.
If you have any questions or concerns about this letter, please get in touch—and sign below to acknowledge receipt.
Manager
Print name:
Signature:
Date:
Employee
Print name:
Signature:
Date:
Recommended For Further Reading
10 tips for giving written warnings to employees
Writing employee warning letters isn’t an enjoyable part of being an HR professional. These tips can help things run as smoothly as possible:
- Act quickly to prevent problems from escalating
- Use the company letterhead to stress the formality of the situation
- If relevant, invite a union representative or an additional manager to be present when issuing the warning
- Deliver warning letters in private and in person to ensure the recipient receives it, understands it, and is aware of the implications if they fail to act on its contents
- Choose a private and formal setting for any meetings around the disciplinary process to avoid embarrassment
- Have data ready to counter any justifications the person may have—including details of the relevant company’s code of conduct in the employee handbook
- Provide practical time frames for the person to act within
- Use clear and precise language to outline the improved behavior you expect
- Offer help and support—especially if the aim is to keep the person employed
- Print two copies—one for the employee and one for company records
Keeping track of your employee written warnings
Keeping track of written warnings is essential, especially if you decide to end the company’s relationship with the employee. Written warnings provide companies with evidence they followed policies and procedures in the event of a charge of unfair dismissal.
