Free Employee Warning Letter

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Employee Warning Letter

Signing Details

Signing Details

What is the date of this warning letter?

Identify the individuals that will be signing this letter. Usually, at least the employee and the supervisor will sign.


Any managers involved in this process should already know to respect the confidentiality of this document and the confidentiality of the process in general. Any individual who acts as a witness to this document must also be instructed to respect the confidentiality of the process.

Frequently Asked Questions
Does the employee have to sign?Ideally, the employee should sign the warning letter. This is not mandatory, however. Remember, the employee is only signing as acknowledgment that they received the warning letter and that they discussed its content with management. Signing is not an admission of wrongdoing.

Where an employee refuses to sign, management should try to ensure that there are two or more management representatives present and an impartial witness.
What if I don't know who the witness will be?You may leave the witness name blank if you do not know who that will be. A space will be provided in the letter for the witness to sign and print their name.

Your Employee Warning Letter

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Employee Title:




HR Officer:



September 16, 2019

  1. Introduction
  2. ____________________ (the "Employer") recognizes the importance of maintaining a consistent and experienced workforce. As such, it is important to retain staff wherever possible. It is the desire of ____________________ to retain ____________________ (the "Employee") however some changes in work behavior must occur in order to ensure a successful working relationship.
  3. Infraction
  4. This Employee Warning Letter (the "Letter") concerns that occurred on or about September 16, 2019:
    • ___________________________________________________________
  5. This is the first occurrence of this type of infraction.
  6. Consequences
  7. ___________________________________________________________
  8. Employee Signature
  9. By signing this form the Employee is not making any admission of wrong-doing nor is the Employee necessarily agreeing with the content of this Letter. The Employee's signature only acknowledges that the Employee has received this Letter and that the Employee and the company management have discussed the content of this Letter including the specific plans for improvement and the consequences of future infractions.

____________________ (Employee)

Employee Warning Letter

Alternate Names:

An Employee Warning Letter is also known as a/an:

  • Written Warning
  • Letter of Reprimand
  • Disciplinary Form
  • Employee Warning Notice

What is an Employee Warning Letter?

An Employee Warning Letter is a form that an employer gives to an employee to inform them of a breach of company protocol. It serves to let the employee know of their infraction and what the consequences of their action will be.

The employer should also keep a copy of the letter for documentation purposes.

What information is in an Employee Warning Letter?

An Employee Warning Letter should generally include basic information such as:

  • Employment details about the employee, such as their name, employee number, and title
  • Company details, like the name of the business, the manager's name, and the human resource officer's name, if applicable
  • Details about the infraction the employee is being reprimanded for
  • Information about the rule or policy that was broken by the infraction
  • What the employee needs to do to improve

The letter should also have a section for employee comments, signing details for all parties, whether a meeting is required, and when a follow-up assessment will take place.

As a general rule of thumb, the content in the Employee Warning Letter should point to a specific incident (or multiple incidents that happened in a short period of time, like a few days or weeks) so the company has detailed records and the employee understands exactly where they went wrong.

For instance, if an employee is consistently arriving late to work, be sure to document each time they show up late so that you can include those specific dates and times in the written warning.

What is considered a disciplinary action?

There are many circumstances in which an employer may wish to issue a written warning to inform an employee that they are taking disciplinary action. The most common reasons being that the employee:

  • Is not meeting job requirements
  • Is repeatedly late for work
  • Has missed days that have not been accounted for.
  • Has breached health and safety, drug and alcohol, or confidentiality policies
  • Has misled the employer about their qualifications
  • Has stolen from the business or a co-worker
  • Has made threats to physically harm another employee

In an Employee Warning Letter, you need to describe the employee's infraction and you may also wish to include some suggestions for how they can improve in addition to what the consequences of their actions are.

What is probation?

If an infraction is serious enough, or if it is an employee's second or third warning, you may wish to put the employee on probation as a consequence.

This means that they will have a specified period of time to improve or to amend their actions. If they do not meet the requirements by the end of the probationary period, they will face consequences, such as a loss of employment.

Related Documents:

  • Employee Evaluation: a document that employers use to measure an employee's job performance
  • Employment Termination Letter: a document that gives formal notice to an employee that they are no longer employed with the company
  • Employment Contract: a document that sets out the terms, obligations, rights, and responsibilities of the employer and employee during the work period

Frequently Asked Questions:

Employee Warning Letter FAQ
Employee Warning Letter Sample


Employee Warning Letter

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