Writing a Warning Letter to an Employee: Key Steps and Templates
Learn how to write effective employee warning letters and understand their importance. We also share sample templates for various workplace scenarios. 7 min read updated on September 24, 2024
Key Takeaways
An employee behavior warning letter informs employees that they have violated company policy by engaging in unacceptable conduct or poor performance.
The primary function of a warning letter is to convey how serious the employee’s conduct is and what will happen if it is not addressed.
Written warnings serve as documentation to protect the company against future disputes, especially if verbal warnings have already been issued.
A warning letter should stipulate the exact infraction, explain the disciplinary procedures, and outline an action plan delineating expectations.
These include poor performance, rude and insubordinate behavior, frequent absenteeism, and violation of company rules.
If the employee has committed a serious offense, they will be placed on probation. During this period, they have the opportunity to improve, and their performance is monitored.
If performance does not improve, further consequences include additional warnings, suspension, or termination.
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An employee behavior warning letter is a document an employer issues to notify employees that they have violated company policy.
The purpose of a warning letter is to inform the employee of their unacceptable conduct, poor performance, or behavior and the consequences of their actions.
To protect the company against future disputes, written notice is given to employees who violate company policies even after receiving a verbal warning.
This article will discuss important details about employee warning letters, including what employees and employers need to know and the steps to write one.
What is a Written Warning at Work?
An employee warning letter is also known as a written warning, letter of reprimand, disciplinary form, and warning notice.
When an employee fails to improve performance or behavior following a verbal warning, the company's human resources department composes and sends an employee warning letter documenting the issue.
Typically, a company will issue and document an oral warning first, then give a written notice, then a final written warning, and if necessary, terminate employment.
The form describes the act or misconduct, disciplinary procedures, and a plan of action to help the employee improve their performance and eliminate any miscommunication between the supervisor and employee.
An employee warning letter protects an employer by showing that the company took corrective action to resolve employee-related issues.
An employee will be put on probation depending on the severity of the offense or if they have been issued multiple warnings and repeat the same unethical behavior.
During the probation period, the employee must improve their behavior or meet the requirements in a specified amount of time. Repeated actions of misconduct, failure to meet probation requirements, and certain extreme acts result in job termination.
How to Write a Warning Letter to an Employee
A warning letter is a formal communication that outlines specific issues, expectations for improvement, and potential disciplinary action if the issues are not resolved.
In this section, you'll see the steps needed to write an effective warning letter and the critical details your letter should include.
Following these steps will produce a clear, constructive, professional letter providing a clear path forward.
Details to Include
An employee warning letter can include:
The employee's name, job title, and employee number.
The supervisor's name, the name of the company, and the name of the human resource manager.
Details of the violation.
Involved or affected parties.
The behavior guidelines that the person was not able to follow.
A plan of corrective measures.
Room for employee comments, whether a meeting is required, both parties' signatures, and the follow-up assessment date.
Understand the Purpose
A warning letter is an official communication that an employee’s performance or conduct is below the company’s standards. The written document outlines the problem with the hope of improvement.
Gather Relevant Information
Collect details of the employee’s conduct or performance that led to the warning.
These should include:
Specific incidents
The dates of the incidents
Any previous warnings or discussions
Use a Professional Format
First, follow standard business letter format, which includes your name, title, company name, address, date, and the employee’s name and address.
Write a Clear Subject Line
Include a subject line, e.g., ‘Attention: Warning Letter,’ to let your recipient know the letter's purpose.
Begin with a Formal Greeting
Use a formal salutation, addressing the employee by name (e.g., "Dear [Employee’s Name]").
State the Purpose of the Letter
Lead with an unequivocal statement that this is a warning: ‘This letter is a formal warning about your performance.’
Describe the Issue
Describe the problem behavior or performance issue in detail: set concrete examples, mention previous discussions, and stick to the facts.
Explain the Impact
Share how the employee has impacted team members’ ability to work effectively, their contribution to (or lack thereof from) company goals, and/or how their behavior has affected them. This shows the employee how seriously you take the violation.
Specify Expected Changes
Be clear about what needs to change. For instance, specify a set of performance standards or behavioral obligations.
Outline Consequences
Explain the consequences of not resolving the problems, including further discipline or terminating the employment contract.
Offer Support
If appropriate, describe some resources or support that might help the employee improve, such as training, mentoring, or other support.
Close with a Professional Tone
Restate your optimism for improvement and your willingness to re-engage in the conversation. Conclude with a formal sign-off, ‘Sincerely’ or ‘Best regards.’
Sign the Letter
Include your signature above your typed name and title.
Keep a Copy
Keep one copy of the warning letter for your records and any other documentation concerning the employee’s performance.
Employee Warning Letters: Types and Common Reasons
Several circumstances warrant an employee warning letter.
These include:
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Poor performance:
Failure to meet the minimum standards of the position.
Failure to meet job requirements during a probationary period.
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Disrespectful behavior:
Inappropriate or disruptive behavior towards a co-worker, customer, supervisor, or company official.
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Insubordination:
Intentionally refusing to follow directions from a supervisor or company official.
Arguing with a supervisor, manager, or company officials.
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Gossiping:
Talking about or spreading rumors concerning the private affairs of co-workers or another employee.
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Using explicit or suggestive language or engaging in unwelcome physical contact with a co-worker, customer, visitor, vendor, supervisor, or subordinate.
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Excessive Absenteeism or Tardiness:
Without prior approval or unscheduled days off.
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Hygiene:
Poor hygiene.
Excessive perfume/cologne.
Not properly groomed.
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Dress Code Violation:
Failure to meet the required dress code.
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Misrepresentation of their qualifications:
Exaggerating qualifications to get a job.
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An intentional act.
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Conveys the idea of wrongful intention.
The degree of severity varies from misuse of the internet to criminal offenses, including theft of company property.
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Violates health and safety, drug and alcohol, or confidentiality policies:
Failure to follow safety procedures or work practices.
Releasing or discussing company information.
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Failure to secure information.
Logging off the computer improperly.
Being under the influence of drugs or alcohol while at work.
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Imposes possible danger to the staff or threatens another employee:
Threatening harm to a co-worker, supervisor, company official, visitor, or customer.
Destruction of company or personal property.
Fighting with a co-worker, supervisor, company official, visitor, or customer.
Possession of a weapon.
Template Warning Letters for Different Scenarios
If you need a template for a warning letter, there are several free options available online:
What Happens After a Written Warning at Work?
After receiving a written warning, the employee can take one of several positions and possible paths. Knowing what these options and outcomes are helps both the employer and the staff.
Improvement Period
Often, the employee is given a specific time period to show improvements. This allows them to address the problems laid out in the warning letter.
Follow-Up Meetings
These check-ins can be scheduled weekly or biweekly to discuss the employee’s progress. They serve as an opportunity to give feedback or make referrals for additional support.
Further Disciplinary Action
If the employee does not start to improve, subsequent disciplinary action may include an additional warning, suspension, or dismissal (depending on company policy).
Employee Response
The warning might prompt the employee to take steps to improve, seek clarification about what is expected, or express concern.
Documentation of Progress
Both parties should document any changes in performance or behavior, which may be useful if further action is required.
Potential for Positive Outcomes
If the employee meets the conditions described in the last warning, their performance may improve, they may be more motivated, and the workplace environment will improve.
A written warning should explain why the employee's wrongful conduct or act is unacceptable despite earlier verbal warnings.
An employer should request that the employee treat the notice as an official warning and clarify disciplinary actions, including suspension or termination if the misbehavior continues.
Lastly, inform the employee of the required or expected behavior and ask the employee to observe good conduct going forward.
Find an Employment Lawyer Near You
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Lawyers on UpCounsel come from law schools such as Harvard Law and Yale Law and average 14 years of legal experience. They work with or on behalf of companies like Google, Menlo Ventures, and Airbnb.
FAQs: Employee Behavior Warning Letter
How to Write a Letter For a Disrespectful Employee?
Open your letter by stating your objective and providing instances of disrespectful behavior. Use neutral language to describe how you believe these actions impact the culture at the team and company levels.
Create the letter using the tips and steps outlined in the above content, or use one of the free templates we’ve shared.
How Do You Tell An Employee Their Behavior is Unacceptable?
You might start by saying, "I want to talk to you about some behaviors of yours that aren’t working for our team. We need to be able to work together respectfully and productively, and I want to hear your ideas on how to make that happen."
