"Warning Letter to Employee Template"

What Is a Warning Letter to an Employee?

A Warning Letter to an Employee is a formal document prepared by the human resources department and presented to an employee who must be disciplined for breaking a certain rule that must be observed by all people that work for the organization. You can download a printable Employee Warning Letter template through the link below.

To make sure your letter is effective, you need to refer to the situation you may have already talked about with the employee, point out the provision from the internal regulations that forbids or demands certain actions, and confirm you will be ready to discipline them again or even raise the question of the employment termination if the issue remains.

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How to Write a Warning Letter to an Employee?

To write a Warning Letter for misconduct or a Warning Letter for tardiness you will want to include the following information:

  1. The name and mailing address of the employee in question.
  2. The current date and topic of the letter (Attn: Warning Letter to Employee).
  3. A brief description of the misconduct that the employee is responsible for, the date it occurred (or was reported), and how it violates company policy. If possible, explain how the employee should have behaved in the situation and that this letter serves that they have been notified of their infraction.
  4. If the employee is receiving this letter due to tardiness, explain the company's policy towards tardiness and that future instances of tardiness will receive increasing probationary actions.
  5. List any additional punishment depending on the severity of the infraction (such as loss of a shift or repayment if the property was damaged).
  6. You can also include a statement at the end that if the employee wishes to contest the information listed in the letter they are welcome to do so and this letter is to serve notice of their misconduct.
  7. End with a closing salutation, your name, and signature.

A ready-made Employee Warning Letter template is helpful to have on hand so that a reprimand of the behavior can be sent out quickly to the employee.

If the employee has continued to behave inappropriately or violate company policy, then you will need to decide when to send a final written warning to an employee. This letter should be sent only after previous warning letters have not improved the situation and the employee is close to being let go. In a final written warning to an employee, you will want to mention the previous infractions they have been made aware of and that this is the final time they will be warned before being fired.


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Warning Letter to Employee
From: ​ _ ____________________________
To:​ _ _______________________________
Sender’s Name
Recipient’s Name
___________________________________
___________________________________
___________________________________
___________________________________
Sender’s Address
Recipient’s Address
___________________________________
___________________________________
City, State, ZIP Code
City, State, ZIP Code
__________________________________
D ate
Dear _____________________________,
I write to confirm the outcome of our discussion on ________________________.
As you are aware, over the past ________________________, you have failed to meet
the standards required by the company in the following respects:
_______________________________________________________________________
_______________________________________________________________________
List ways in which performance or conduct have fallen short of the required standard
As discussed with you, we have agreed to give you until ________________________ to
meet the standards required. This means that you are required to take the following
actions by that date:
_______________________________________________________________________
_______________________________________________________________________
Describe actions required
If you wish to appeal against this decision or if you wish to discuss any aspect of this
letter please do so by contacting me on ________________________ or by replying in
writing.
Sincerely,
__________________________________
Sender’s Name
__________________________________
Sender’s Signature
©​ ​ ​ ​ ​ ​ ​
T EMPLATEROLLER.COM
Warning Letter to Employee
From: ​ _ ____________________________
To:​ _ _______________________________
Sender’s Name
Recipient’s Name
___________________________________
___________________________________
___________________________________
___________________________________
Sender’s Address
Recipient’s Address
___________________________________
___________________________________
City, State, ZIP Code
City, State, ZIP Code
__________________________________
D ate
Dear _____________________________,
I write to confirm the outcome of our discussion on ________________________.
As you are aware, over the past ________________________, you have failed to meet
the standards required by the company in the following respects:
_______________________________________________________________________
_______________________________________________________________________
List ways in which performance or conduct have fallen short of the required standard
As discussed with you, we have agreed to give you until ________________________ to
meet the standards required. This means that you are required to take the following
actions by that date:
_______________________________________________________________________
_______________________________________________________________________
Describe actions required
If you wish to appeal against this decision or if you wish to discuss any aspect of this
letter please do so by contacting me on ________________________ or by replying in
writing.
Sincerely,
__________________________________
Sender’s Name
__________________________________
Sender’s Signature
©​ ​ ​ ​ ​ ​ ​
T EMPLATEROLLER.COM