How to Write a Warning Letter to an Employee (+ Template and Examples)

A Warning Letter to an Employee is a formal business document warning an employee of their unacceptable behavior. An employee warning letter is a professional document that provides information regarding the unacceptable behavior, the date or dates of such behavior, and the consequence of the behavior. This is a critically important document for any business, as it provides backup in the case that an employee must be disciplined or terminated due to repeated infractions. Even verbal warnings should be recorded and filed.

Any employee who receives a written warning should be required to review the document with their supervisor or with human resources and sign, proving they have been given a copy of the warning. Written warnings should follow a company-wide procedure and format so there can be no question as to their authenticity. All warnings should be filed and maintained in the human resources department of a company.

Note: All employee warning letters should contain documentation about the reason for the warning. In many companies, warnings are written based on the particular item in the employee handbook that the employee’s behavior violated. When a company does not have an employee handbook, the basic rules of employment should be made clear when someone accepts a position with the company.

Here are the critical pieces of information to include in an employee warning:

• The number of times the employee has been warned in writing (First, Second, Third)
• If the employee has been verbally warned about this behavior
• The date or dates of the behavior
• The particular behavior the employee is being warned about
• The page number and title of the policy in the employee handbook
• The immediate consequence of the behavior
• The future consequence if the behavior is continued
• The date and signature of both the employee and the company representative
• Any comments the employee wants to add to the company’s copy

Being required to write an employee warning letter is unpleasant. When you are able to see a sample letter that demonstrates how a format can be used to create a perfect warning letter, the job is a bit less unpleasant. Feel free to use our basic format for your warning letters to employees.

Warning Letter to Employee for Unprofessional Behavior

A warning letter to employee for unprofessional behavior is a letter warning an employee about their unprofessional behavior and the consequence of such behavior. This letter can cover many personal behavioral problems, so further describing the specific issue is advisable. This letter can be used to warn an employee about aggression or sexual harassment, for instance.

Warning Letter to Employee for Poor Performance

A warning letter to employee for poor performance is a warning to an employee regarding their job performance. This letter can be used when an employee is not meeting expectations as defined by their immediate supervisor or manager. A period of time in which the employee can improve the quality or quantity of their work can be defined as an immediate consequence of the poor performance. The long-term consequence of continued poor performance is generally the termination of the employee.

Warning Letter to Employee for Misconduct

A warning letter to employee for misconduct is a letter that warns an employee that their behavior in a specific situation is considered misconduct in their workplace. This letter is often used when an employee breaks policy regarding aggression or shows a lack of respect to a supervisor or manager. These infractions should carry a specific and consistent consequence, such as suspension.

Warning Letter to Employee for Making Mistakes

A warning letter to employees for making mistakes is a letter warning an employee that their quality of work is unacceptable. This might be issued to an accounting clerk for continual errors, or to a production worker whose work consistently falls below the quality required by his position. Depending on the situation, the employee might be referred to training or be put under closer supervision until their quality of work improves.

Warning Letter to Employee for Absence

A warning letter to employee for absence is a warning letter informing an employee that their absences are excessive and have come to the attention of human resources or management. This is a common issue for employers, and the acceptable rate of absence should be addressed in the employee handbook of any company. Excessive absence can often lead to termination.

Writing a warning letter to an employee is never a happy circumstance. It is, however, often necessary. These letters should be clear, concise, and above all, consistent. Having a specific, consistent format for employee written warnings is critical to proving an employee’s behavior has been consistently unacceptable if the employee must be terminated. In this case, it is important to be able to show that the employee was warned several times about their behavior and notified of the immediate and long-term consequences of their behavior.