Warning Letter | Guide on How to Draft with Free Templates
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Policy violations such as poor performance, absenteeism, and misconduct are often addressed by sending a “warning letter to employee“.
The primary role of a warning letter in HRM is to encourage positive behavior from employees. At the same time, a warning letter should not be a threat but a warning for your employees to be more disciplined.
Let’s know more about the purpose, formats, samples, and structure of an employee warning letter.
Meaning of Warning Letter
A warning letter is a formal letter or a mail that warns employees of misconduct, poor performance, or violating any organizational policy. It also details the impact and consequences of such action.
The primary goal of sending a warning letter to an employee is to improve employee behavior.
Such a letter also records employee conduct and can be officially referenced in legal disputes regarding termination.
Employee Warning Letter Format
Here, we provide a visually general that can be used for sending warning letter to employee
This is a general format. You can draft your letter based on this.
Employee Warning Letter Format Sample
[Company Letterhead / Logo]
Date: [DD MM YYYY]
To:
[Employee Name] | [Employee ID]
Subject: Warning for Misconduct on [Date]
[Job Title], [Department]
Dear [Mr./Ms. Last Name],
This note records our concern about the incident on [date/time] at [place/meeting]. As discussed, you [state facts only—e.g., used abusive language toward a colleague during the 3:00 PM stand-up]. This does not meet the standards set out in [Policy/Code of Conduct, clause].
Impact: The behaviour disrupted the team and affected the work environment.
What needs to change now
- Maintain professional conduct at all times.
- Avoid any repeat of the behaviour described above.
- Share a short written note by [deadline, e.g., 48 hours] confirming you understand the expectation.
We’ll schedule a check-in on [date/time] to review progress. If helpful, we can arrange [coaching/mediation/training].
Please treat this as a formal warning. Further incidents may lead to stronger action under company policy.
Sincerely,
[Manager/HR Name]
[Title] | [Company Name] | [Phone/Email]
Best 9 Warning Letter Templates for Employees
Here are nine templates for sending warning notices to an employee. Each template addresses a separate purpose. For example, a warning letter for carelessness in work discusses poor performance and absenteeism. Similarly, a warning letter for negligence of duty is different from an indiscipline mail to employee
Example 1: First Warning Letter to Employee for Misconduct Template
Such a letter is written to warn a person who violated workplace safety policies and engaged in misconduct. This includes harassment or inappropriate behaviour. In severe cases, it can also lead to harsh legal consequences or even imprisonment.
[Company Letterhead / Logo]
Date:
To:
[Employee Name] • [Employee ID]
[Job Title], [Department]
Subject: Final Warning Letter for Misconduct
Dear [Employee’s Name],
After a thorough investigation, we find you accountable for (describe the offences/incidents, e.g., inappropriate behaviour, disobedience, or harassment, among others).
Let it be clear that such behaviour will not be tolerated. We strive to maintain a safe and secure workplace for all our employees. To avoid further repercussions, you must attend a sensitivity training session scheduled on (specify the date and time).
Failure to comply may result in harsh consequences, including but not limited to termination of your employment. Contact (HR representative) to schedule a follow-up meeting and sensitivity training sessions. Please consider this a final warning regarding your misconduct.
Regards,
[Your Name]
[Your Position]
[Company Name]
Example 2: Final Warning Letter – Repeat/Severe Misconduct
[Company Letterhead / Logo]
Date:
Subject: Final Warning – [Issue/Policy Breach] on [Date]
Dear [Mr./Ms. Last Name],
To:
[Employee Name] • [Employee ID]
[Job Title], [Department]
I’m writing about the incident on [date/time] at [location/meeting] where you [state verified facts only]. This goes against [policy/code clause & number]. A previous warning was issued on [prior warning date] (Ref: [case/letter no.]). Despite earlier conversations and expectations, the issue has [continued / is serious enough to warrant a final warning].
Why this matters
The incident has affected [team/client/operations/compliance], and we need to restore a safe, respectful, and productive workplace for everyone.
What needs to happen now
- Stop the behaviour described above and follow [policy/standard] at all times.
- Send a written undertaking by [deadline, e.g., 48 hours] confirming you understand the policy and will comply.
- Complete [training/coaching/mediation or corrective action] by [date].
- [If applicable] Carry out the agreed rectification plan by [date] and share proof with [HR/Manager].
We want you to succeed. If support would help training, a check-in schedule, or a mentor, please let us know so we can arrange it.
What happens if things don’t change
Any further breach of policy or failure to meet the steps above may lead to termination, in line with company policy and applicable law.
If there’s information we haven’t considered, please send a written explanation to [HR contact/email/portal] by [deadline].
Sincerely,
[Name]
[Title]
[Company Name]
[Phone/Email]
Example 3: Poor Performance Warning Letter Sample
Such a letter is written to address the frequent poor performance of employees. It could be that the person failed to meet the performance goals. It could also be issued based on their manager’s feedback. Employees are typically advised to adhere to a performance improvement plan to enhance their performance.
[Company Letterhead / Logo]
Date:
To:
[Employee Name] • [Employee ID]
[Job Title], [Department]
Subject: Formal Warning Letter regarding Poor Performance
Dear [Employee’s Name],
This letter serves as a formal warning regarding misconduct observed on [date/time] at [location/meeting/team channel]. Specifically, you (specify the period, e.g., in the past 4 months).
For more details regarding your performance, refer to the attached file to this email. Unfortunately, we have seen insufficient improvements in your performance, despite our extensive meetings and discussions. Hence, we are also attaching a performance improvement plan to this email.
Should you fail to improve your performance by (a specific date), we would be forced to take disciplinary actions, including termination of employment. We hope that you will meet the objectives as outlined in the attached PIP.
Please acknowledge the receipt of this mail by sending a mail in reply to this mail with “acknowledged”. Feel free to reach out to (HR representative’s name) to discuss any queries or the performance improvement plan.
Best,
[Your Name]
[Your Position]
[Company Name]
Example 4: Absenteeism Warning Letter Template
Such letters are written to warn employees for their repeated procrastination and frequent absences. The next course of action would depend on company policies. Several firms provide multiple written and verbal warnings for such cases. At the same time, others might only offer around three warnings.
[Company Letterhead / Logo]
Date:
To:
[Employee Name] • [Employee ID]
[Job Title], [Department]
Subject: Formal Warning for Frequent Absenteeism
Dear [Employee’s Name],
This email concerns your frequent late arrivals and early departures. You have failed to observe company policies for work hours, as evidenced by your late arrival on average (specify the time, e.g., 40 minutes) daily for (select the period, e.g., two months).
Please refer to the attached chart for more details, as it lists your punch-in and punch-out timings for the specified period (e.g., past two months). You’ve also been found skipping work without providing valid reasons.
We expect you to be more punctual and to observe our company policy for working hours and time off. Failing to comply with our company policies for work hours may lead to further disciplinary action, including fines and a possible termination of your employment.
Please acknowledge the receipt of this mail by responding to it with “acknowledged.”
Sincerely,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
Example 5: Warning Letter for Unprofessional Behavior
Sending a warning letter to employees for misconduct reminds them that they need to follow the codes of conduct of your organization. Failure to follow the codes of conduct can result in fines, suspension or termination.
[Company Letterhead / Logo]
Date:
To:
[Employee Name] • [Employee ID]
[Job Title], [Department]
Subject: Formal Warning for Unprofessional Behavior
Dear [Employee’s Name],
This is a warning related to your recent unprofessional behaviour in (site recent incident/incidents). Our organization’s codes of conduct communicate acceptable and unacceptable behaviour. Also, you have been warned verbally about such conduct earlier.
Effective immediately, you are required to maintain professionalism, cooperate with your team members, and interact with clients in a polite manner.
You will face severe consequences, including termination, should you fail to improve. We hope to see sustained efforts on your part in this regard. Acknowledge the receipt of this mail by responding with “I acknowledge this warning letter”.
Sincerely,
[Your Name]
[Your Position]
[Company Name]
[Contact Information]
Example 6: Warning Letter to Employee for Leave Without Information
These letters are addressed to employees who take leave without notice. They also reaffirm your company policy to the concerned employee. In these cases, the consequences could include deductions or even suspension after repeated warnings.
[Company Letterhead / Logo]
Date:
To:
[Employee Name] • [Employee ID]
[Job Title], [Department]
Subject: Formal warning for taking leave without informing
Dear [Employee’s Name],
It has come to our attention that you have been taking leave without the prior approval of your manager/HR. This undermines our company’s leave policies. Further, such actions disrupt the workforce and make it difficult for your team to collaborate with you. We understand your need to take time off to address your concerns.
However, doing so without informing your HOD/HR is not allowed. Further, such disregard for our leave policy may result in fines or termination of your employment. We expect your full cooperation in this regard.
Reach out to (name and contact details of your HR representative) and document the reason for your unaccounted leaves. Acknowledge this mail by responding to it with “acknowledged”.
Best regards,
[Your Name]
[Title]
[Company Name]
Example 7: Warning Letter to Employee for Negligence
Such a letter is written to give notice to an employee about their recent negligence/negligences. Issues related to negligence can be resolved if an employee becomes more diligent in their duties.
[Company Letterhead / Logo]
Date:
To:
[Employee Name] • [Employee ID]
[Job Title], [Department]
Subject: Warning Letter for Negligence
Dear (employee’s name),
This is a warning notice regarding your recent negligence. It is to warn you of your recent negligence (mention the specific incident). Such failures affect our team’s productivity and operations.
Failures could result in severe consequences such as termination from your employment. We hope that you will be more diligent and uphold our standards of excellence.
Regards,
[Your Name]
[Your Position]
[Company Name]
Example 8: Warning Letter to Employee for Coming Late
Such letters serve as a warning to an employee who often comes late. Such employees could hinder their entire team’s efforts. Usually, late-coming issues can be solved in a friendly manner, but frequent late arrivals might result in more severe consequences.
[Company Letterhead / Logo]
Date:
To:
[Employee Name] • [Employee ID]
[Job Title], [Department]
Subject: Warning Letter for Coming Late
Dear (employee’s name),
This is a warning letter concerning your frequent lateness. You have been coming late on average (mention the time, e.g., 2 hours) from (note the time frame, e.g., 15 days). We can understand if you come late for two or three days due to personal reasons.
However, such frequent irregularities are not acceptable. The team had to delay mentioning specific projects, as you were late to work. Our company policy specifies the rules for late coming and early going.
We expect you to adhere to the prescribed guidelines and expect from you to be more regular and mindful of our late arrival and early departure regulations. We are also enclosing a detailed report for your reference. Please acknowledge this mail by responding with “acknowledged”.
Regards,
[Your Name]
[Your Position]
[Company Name]
Example 9: Warning Letter to Employee Email Sample
This sample is more useful when you rely on emails to send digital documents. Companies can also send final warning letters to employees via mail, as digital communications are considered as legal proof in India.
To,
Subject: warning letter for inconsistency performance during the last six months. (Replace the timeframe as per your requirements.)
Dear (employee’s name),
This warning letter concerns your poor performance, particularly within (mention the timeframe. E.G. six months). We expected you to perform in line with the measures included in the performance improvement plan dated (mention the date). Unfortunately, despite extensive discussions, training sessions, and constant guidance, you have failed to meet the expected criteria. Hence, this is a final warning regarding your poor performance.
You are a critical member of our department and the organization. Consequently, your poor performance has resulted in serious collateral losses to the organization. Please refer to the detailed report attached to this mail for further information.
We hope that you improve your performance based on the revised PIP. Please consider this letter as a final warning. Failure to improve your performance may result in harsh consequences including the termination of your employment. We sincerely hope that you will show signs of improvement in our upcoming quarterly performance appraisal.
Regards,
[Your Name]
[Your Position]
[Company Name]
Pro tip: Manage documents online with an ESS portal. Such a portal can make it easy for employees to access documents related to policy, performance, and any other legal documents. This way you can improve compliance and productivity, and you wouldn’t need to send frequent warning notices to employees.
What is the Purpose of Writing a Warning Letter?
There are several purposes for which an organization sends a warning letter to employees. Some common purposes include poor performance, fraudulent activities, absenteeism and misconduct.
- Poor performance: An organization needs to issue warning letters to employees if they fail to meet the performance goals for an extended period. You can reduce such issues with a performance management system.
- Fraudulent activities: Your HR can also issue such a letter if an employee is found to be engaged in any fraudulent activities. Such activities could include theft or other activities.
- Irregularity: You can issue a warning letter to an employee if you notice patterns of frequent absenteeism with any employee.
- Violation of company policy: Any other violations, such as damaging company property or compromising the security of the company, can also result in warnings.
- Violence: Over one in five employees experiences violence at their workplace in some way or another. This makes workplace safety a primary reason for issuing warnings.
- Harassment: Workplace harassment is another critical issue faced by organizations. So, an employee would face severe consequences if found harassing other coworkers.
How to Write a Warning Letter to an Employee?
- Be specific: Recipient’s details, as well as the email header, need to be exact. Gather relevant company details and recipient details. You should check before sending the mail for confirmation.
- Address the concerned employee: The tone should be formal AND understanding. For example, Dear (employee name).
- Explain the reasons: Describe why the employee is receiving the letter and include corresponding sections of your company policies.
- Explain the consequences: Also specify the measures taken to address any ongoing misconduct or fraudulent activities.
- Conclude: End the warning letter by offering support and assistance.
- Signature: Make sure that you digitally sign the email and add relevant information, such as your company’s logo.
- Documentation: Make sure to include relevant documents. They could be your company policies or recent employee reports about their performance or absenteeism.
Practical Tips for Writing a Warning Letter to Employees
Here are five practical tips for writing an effective warning letter to employee –
1. Use a formal but non-threatening tone. The letter is to warn employees not to threaten or discourage them.
2. Make sure that you follow a formal structure when sending employee warning letters. Include relevant details like dates, recipient’s details and your signature among others.
3. Write in a concise but impactful language. Also, avoid being subjective and emotional, and focus on facts for credibility.
4. Proofread the letter before sending it to employees. Proofreading helps avoid any minor errors that can result in potential disputes.
5. Ask employees to respond with acknowledgement or acknowledgement. This proves that the employee has read and understood the letter.
Common Mistakes to Avoid when Drafting a Warning Letter
Here are five common mistakes to avoid when writing a warning letter to employee –
- Do not be generic and mention dates, facts, reports, or chats as conclusive evidence for policy violation.
- Be sure to check the recipient’s details. Otherwise, you might need to withdraw the warning formally.
- Do not use casual/conversational language. This letter is considered as a legally binding document. So, only use professional/formal language.
- Be thorough in considering the legalities. For example, if an employee has violated the guidelines related to sexual harassment at workplace, then mention applicable clauses.
- Do not send the letter without proofreading. It bears mentioning again that even a minor error could lead to serious disputes. So, read the letter carefully before sending.
Final Thoughts
We explored the templates, formats, and tips to write a warning letter to employees. Use formal and professional language, and be specific about details when sending such a letter.
Also, the common saying, “prevention is better than cure” applies to employee misconduct as well.
Arrange informal discussions with managers for improving employee performance. Prefer sharing policy related documents online, so that employees can easily access them at any time.
factoHR, a mobile-first solution has many features that can improve performance and reduce issues related to absenteeism. It can also manage your documents online and provide real-time access to employees. Book a demo with us and notice the improvements for yourself!
Want to know more about other HR letters?
In What Ways Can a Warning Letter be Delivered to an Employee?
Employers can deliver a warning letter to employees in two ways. Either they can send it through email with a subject that indicates the purpose, or they can conduct a meeting and provide a written letter, and discuss the improvement plan.
What Should You do after Issuing a Warning Letter to an Employee?
After issuing a warning letter to the employee, the next step is to arrange a meeting with their manager. Listen to the concerns of the employee and try to improve the situation. To maintain a positive outlook, praise the employee for improvement.
How Many Times do You Give Warnings to an Employee?
Every company can set its own rules for the number of warnings to be given to an employee for any misconduct before their termination. Most companies usually prefer to give at least one verbal warning before issuing the letter. In contradiction, some companies take certain kinds of instances seriously and directly warn the employee.
How to Professionally Complain about an Employee?
To raise a complaint about an employee, you can either address it formally with them or escalate it to HR. Always keep evidence like dates, messages, and reviews ready.
How do You Write an Official Warning Letter to an Employee?
A warning letter to an employee can be shared in two ways. You can send it as a formal email with clear, professional language, or hand it over personally during a meeting with the employee.
When to Write a Warning Letter for Misconduct?
You need to write a warning letter for misconduct when an employee tries to insubordinate or harass other coworkers. Such a letter is also written if an employee violates other company policies.
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