Managers should strive to address performance issues early through coaching and verbal warnings. Hopefully, prompt conversations about underperformance or common issues like tardiness will be enough to nip the issue in the bud, but sometimes a more formal approach is needed. That’s where written warnings can help.
If you have an employee who keeps violating company policies or has not heeded past warnings to improve their performance, it’s time to issue a written warning. Writing a written warning can be a bit intimidating for managers or new HR professionals. These notice letters need to have all of the right information in them to properly convey your message to the employee while also creating a paper trail if further action must be taken. It can feel like you’re drafting a legal document.
But don’t worry, writing and issuing a written warning is not as complex as it may seem. With our written warning template and examples, you can learn how to quickly draft up an effective written warning letter.
What is a written warning?
Written warnings, also called write-ups or written reprimands, are a document used to address employee misconduct or poor performance. They act as a form of employee discipline and warn employees that their behavior must change going forward to avoid further disciplinary actions.
These warnings typically occur after an employee has already received prior coaching and a verbal warning for the same issue. Though in some cases, employers may skip right to a written warning if the conduct is particularly concerning or negatively impacts the workplace in a serious manner.
Sometimes written warnings are simply formal warnings that the employee needs to comply with a certain company policy moving forward and will face additional discipline if additional infractions occur. In other instances, particularly when the warning is related to poor performance, the warning may come with added follow-up steps like a performance improvement plan.
How to write a written warning
Written warnings contain several pieces of key information. Follow the steps below to write a written warning and avoid missing any important points.
List out the required employee information
In the header of a written warning, it is customary to include the date and some basic identifying information such as the employee’s full name. Other pieces of information to include may be the company name, employee’s job title or department, or the manager’s name. For conformity, you should keep this as a consistent part of your companywide written warning letter template.
Explain the issue
Written warnings are formal documents that should provide a detailed explanation of the behavior or performance problem that you are seeking to address. Spend about one paragraph addressing the reason for the warning. Cite specific company policies that have been violated and examples of unacceptable conduct that has occurred.
Mention past efforts to address this matter
Acknowledge previous steps taken to correct this issue. If this is the first written warning the employee is receiving, note down previous performance discussions or verbal warnings where the employee was coached on the matter. If this is a final written warning, be sure to include the dates of the first and second warning, if applicable.
State your expectations
Make it exceptionably clear what you want employees to do. It may seem obvious that they need to comply with your attendance policy after getting written up for tardiness, but it’s still important to state such expectations in the employee warning letter. If there is an established performance goal, such as a sales quota, productivity metric, or customer satisfaction score that they need to meet, include those details clearly in the warning.
Note the potential consequences
A warning won’t be effective unless the employee is aware of what will happen if they ignore it. Let the employee know what the course of action will be if the issue is not corrected. Some companies list out the steps in their progressive discipline process, but most leave this a bit open-ended to allow for flexibility in the process.
Though mentioning that termination may be one of the potential future disciplinary actions is a good idea, as it shows that this is a serious and urgent issue that the employee needs to correct. It also gives you a clear paper trail to show that not only was the employee warned about their behavior, but that they were warned it could lead to termination if continued. This is helpful in the event that you do end up having to fire the employee.
Close out with signatures and an acknowledgement
You’ll want the employee to sign the letter with an acknowledgement that they have received a copy of the employee warning notice. It’s important to note that this signature simply means that they’ve received the written warning, not that they agree with it or ar admitting fault.
Written warning templates and examples
The below written warning templates provide a guideline of how to create a written warning. Be sure to customize them to fit the situation at hand.
Written warning template for violation of company policy
[Employee Name]
[Job Title]
[Department]
[Date]
Here at [Company Name], we expect all employees to comply with [company policy]. As you were previously warned on [date of verbal warning], your continued violation of this policy is negatively affecting your individual work performance and [your team’s productivity or the safety of the work environment].
Since our last discussion, you have violated [policy] on [number] occasions. On [date], you violated the policy by [explanation of conduct].
We have enclosed a copy of [company policy] for your reference. You are expected to review the policy and comply with it moving forward. Further violations of the policy may result in additional disciplinary action, up to and including termination of employment.
This notice will be added to your personnel file and will remain in effect for 180 days. Should you wish to appeal this written warning, you may reach out to [HR Representative] to initiate [Company Name]’s appeal process.
Manager Name:
Manager Signature:
I acknowledge that I have received a copy of this letter.
Employee Name:
Employee Signature:
Written warning template for unsatisfactory performance
[Employee Name]
[Job Title]
[Department]
[Date]
We depend on all of our employees to uphold high standards when it comes to the quality and timeliness of their work. As we previously discussed on [date of verbal warning or performance coaching], your performance has failed to meet these standards.
As part of your job description, you are expected to [explain task or performance expectation]. Last quarter during your performance review, it was noted that your performance in [performance area] was not sufficient. You received coaching on [date] and a formal verbal warning ob [date] regarding this matter, but you performance has not satisfactorily improved.
This letter serves as a formal warning that continued failure to meet performance expectations may result in further disciplinary action, up to and including termination of employment. Your performance will be reevaluated in 60 days to determine is improvement has been made.
The management team is happy to assist you should you need additional training, resources, or support in meeting your performance expectations. Please reach out with any needs. In addition, you will be receiving weekly check-ins from your manager over the next 60 days to help support you in meeting the required performance standards.
Manager Name:
Manager Signature:
I acknowledge that I have received a copy of this letter.
Employee Name:
Employee Signature:
Written warning template example for attendance
[Employee Name]
[Job Title]
[Department]
[Date]
In line with the company’s attendance policy, [Company Name] expects employees to demonstrate punctuality by arriving on time for all scheduled work shifts. Excessive absenteeism and frequent tardiness are disruptive to our workplace.
In the past 90 days, [Company Name] has noted that you have been ten or more minutes late to work on [number] instances and have accrued [number[ unexcused absences. The following instances of tardiness and unexcused absences have been recorded:
[list instances with date and times if applicable]
You received a verbal warning on [date] and were informed that. However, your attendance has not sufficiently improved.
As a result of this continued noncompliance with the company’s attendance policy, [Company Name] will be placing you on a 30-day probationary period. This letter serves as your formal notice that beginning on [date], you will be placed on formal work probation. If, during the 30-day probationary period, you do not improve your attendance and arrive on time for your scheduled shifts, your employment at [Company Name] may be terminated.
Manager Name:
Manager Signature:
I acknowledge that I have received a copy of this letter.
Employee Name:
Employee Signature:
Final written warning template
[Employee Name]
[Job Title]
[Department]
[Date]
[Company Name] expects all employees to [comply with policy/meet performance expectations]. As you are aware, we previously discussed your performance related to [concern] at a disciplinary hearing on [date]. You then received a subsequent warning on [date].
You were informed that corrective action must be taken to improve [performance/conduct issue] to avoid further disciplinary action. You have not successfully improved in this area within the requested timeframe.
This letter acts as a final written warning. Please be advised that if [performance/conduct] improvement is not observed by [deadline date], your employment with [Company Name] may be terminated.
Please reach out to your manager or the human resources department, if you have any questions.
Manager Name:
Manager Signature:
Your signature below indicates acknowledge that you have received a copy of this letter. Note that your signature does not constitute an admission of wrongdoing, nor does it forfeit your right to appeal this warning.
Employee Name:
Employee Signature:
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