An employee warning letter, also known as a formal warning email, is an official notice from an employer addressing an employee’s misconduct or performance issues. It highlights behaviors that violate company policies or fail to meet expectations.
This communication aims to provide clarity on the issue, giving the employee an opportunity to correct their actions while ensuring transparency in the disciplinary process. Additionally, it serves as documented proof of corrective measures taken by the employer, which may be necessary for future disciplinary actions or legal matters.
HR professionals issue warning letters after an initial discussion involving key stakeholders, such as the employee and their reporting manager, to address concerns effectively.
What is an Employee Warning Letter?
An Employee Warning Letter is a formal document issued by an employer to an employee to address misconduct, poor performance, or policy violations. It serves as an official notice informing the employee of their unacceptable behavior and outlining the necessary improvements or consequences if the issue persists.
This letter helps maintain workplace discipline, ensures transparency in the corrective process, and provides documented proof of the employer’s efforts to resolve the issue. Typically, it follows a verbal warning and involves key stakeholders, such as HR and the reporting manager, to address concerns effectively.
How to Write an Employee Warning Letter
Writing an effective Employee Warning Letter requires clarity, professionalism, and a structured approach. Follow these steps to ensure the letter communicates expectations while maintaining a positive and constructive tone:
1. Use a Professional Format
Include the company name, date, and employee details (name, job title, department).
Use a clear subject line, such as "Formal Warning Letter for [Issue]".
2. Clearly State the Issue
Describe the misconduct, policy violation, or performance issue in a factual and objective manner.
Mention specific incidents, dates, and any prior discussions or warnings given.
3. Reference Company Policies
Highlight the company policies or guidelines that were violated.
Include references to the employee handbook or disciplinary policies if applicable.
4. Explain the Consequences
Outline the impact of the behavior on the workplace, team, or company.
Clearly state the corrective actions required and the potential consequences if the issue continues (e.g., further disciplinary action, suspension, termination).
5. Offer Support & Improvement Plan
Provide guidance on how the employee can improve (e.g., training, mentorship, performance plan).
Encourage open communication and offer assistance if needed.
6. Set a Timeline for Improvement
Define a timeframe for the employee to show progress or make necessary changes.
Schedule a follow-up review meeting if required.
7. Maintain a Formal & Positive Tone
Use professional and respectful language to keep the letter constructive.
Avoid personal opinions or emotional language.
8. Request Employee Acknowledgment
Ask the employee to sign the letter to confirm receipt and understanding.
Provide a copy for both the employee and HR records.
Here are some Employee Warning Letter Email Templates:
1. Warning Letter for Poor Performance
Subject: Formal Warning Regarding Performance Concerns
Dear [Employee Name],
I hope you are doing well. This email serves as a formal warning regarding your recent performance issues. We have observed that [specific performance issues, e.g., missed deadlines, low productivity] over the past [timeframe].
We value your contributions, and we want to support you in improving. Please take this as an opportunity to work on the areas discussed. We expect to see measurable improvement by [deadline], and we will schedule a follow-up meeting on [date].
If you have any concerns or need assistance, feel free to reach out.
Sincerely, [Your Name] [Your Job Title] [Company Name]
2. Warning Letter for Tardiness & Attendance Issues
Subject: Attendance Concern—Formal Warning
Dear [Employee Name],
We have noticed a pattern of tardiness/absenteeism over the past [timeframe], including [list specific dates/times]. Consistent attendance is critical to our team’s success, and your absences/tardiness are impacting workflow.
Please consider this a formal warning. Continued attendance issues may result in further disciplinary action. We encourage you to take corrective measures immediately.
Let us know if there are any underlying concerns we should be aware of.
Best regards, [Your Name] [Your Job Title] [Company Name]
3. Warning Letter for Workplace Misconduct
Subject: Formal Warning: Misconduct in the Workplace
Dear [Employee Name],
This email serves as a formal warning regarding an incident that occurred on [date]. It has been reported that you [describe specific misconduct, e.g., inappropriate behavior, violation of workplace policies].
Such behavior is not aligned with [Company Name]’s professional standards. We expect you to maintain a respectful work environment, and any further violations may result in more serious disciplinary actions.
Please acknowledge this email as a formal warning, and let us know if you have any concerns.
Sincerely, [Your Name] [Your Job Title] [Company Name]
4. Warning Letter for Policy Violation
Subject: Official Warning: Violation of Company Policy
Dear [Employee Name],
We have identified a violation of [specific company policy] that took place on [date]. It was observed that you [describe the violation, e.g., misuse of company resources, failure to follow safety protocols].
This is a formal warning, and we expect immediate compliance with company policies. Any further infractions may result in further disciplinary action, up to and including termination.
Please confirm receipt of this email and feel free to reach out if you need clarification.
Best regards, [Your Name] [Your Job Title] [Company Name]
5. Warning Letter for Failure to Meet Deadlines
Subject: Performance Concern: Deadline Compliance
Dear [Employee Name],
We have noticed repeated missed deadlines on your assigned tasks, including [mention specific projects]. Meeting deadlines is crucial for maintaining productivity and ensuring smooth workflow.
This email serves as a formal warning. We expect you to take corrective steps to manage your workload effectively. If this continues, we may need to consider further action.
Let us know if you need additional support or resources to meet expectations.
Sincerely, [Your Name] [Your Job Title] [Company Name]
6. Warning Letter for Inappropriate Workplace Behavior
Subject: Formal Warning—Workplace Conduct
Dear [Employee Name],
We recently received reports of behavior that does not align with our company’s workplace conduct policies. Specifically, on [date], it was reported that you [describe inappropriate behavior].
We take such matters seriously, and this serves as a formal warning. Moving forward, we expect professional and respectful behavior at all times. Further incidents may lead to more serious consequences.
Please acknowledge receipt of this warning.
Best regards, [Your Name] [Your Job Title] [Company Name]
7. Warning Letter for Unauthorized Leave
Subject: Unauthorized Leave—Formal Warning
Dear [Employee Name],
It has come to our attention that you were absent from work on [date(s)] without prior approval. Unapproved absences disrupt workflow and impact team productivity.
Please consider this a formal warning. Repeated instances may result in further disciplinary action. If there is an underlying issue affecting your attendance, we encourage you to discuss it with HR.
Sincerely, [Your Name] [Your Job Title] [Company Name]
8. Warning Letter for Failure to Follow Instructions
Subject: Official Warning: Non-Compliance with Work Instructions
Dear [Employee Name],
We have observed that you have not followed given instructions on [specific task/project]. This has impacted [mention consequences, e.g., project delays, compliance issues].
Please be advised that this is a formal warning. We expect strict adherence to instructions moving forward. Failure to comply may result in additional disciplinary measures.
Sincerely, [Your Name] [Your Job Title] [Company Name]
9. Warning Letter for Workplace Harassment Complaint
Subject: Formal Warning—Workplace Harassment Complaint
Dear [Employee Name],
We have received a complaint regarding your behavior towards a colleague on [date]. As per our workplace harassment policy, we take such complaints seriously.
This email serves as a formal warning. We expect all employees to foster a respectful and inclusive workplace. Any further violations may result in strict disciplinary action.
If you would like to discuss this matter, please contact HR.
Best regards, [Your Name] [Your Job Title] [Company Name]
10. Final Warning Letter Before Termination
Subject: Final Warning—Immediate Compliance Required
Dear [Employee Name],
This serves as a final warning regarding [state the repeated issue]. Despite previous warnings, we have not observed the necessary improvement.
This is your last opportunity to address the issue. Failure to make the required changes may result in termination of employment.
We hope you take this seriously and take immediate corrective action.
Sincerely, [Your Name] [Your Job Title] [Company Name]