Some managers may avoid issuing written warnings for fear of damaging workplace relationships or sparking confrontations. But a carefully written warning issued at an appropriate time can be crucial for employee accountability.
Written by Nadine von Moltke Reviewed by Cheryl Marie Tay 10 minutes read
To maintain a fair and transparent organizational culture, it’s important to understand when issuing an employee a written warning is appropriate. This is part of a fair employee warning notice process, which is vital to an equitable workplace. As an HR professional, you can develop a detailed written warning process. This should involve guiding management on how to write and when to issue employee warning letters and providing a written warning template managers can follow.
This guide unpacks best practices, detailed steps, and expert tips for confidently and professionally issuing and managing written warnings. It also includes warning letter samples and templates.
A written warning (also called an employee warning notice) is a formal document an employer issues to an employee to address a specific issue regarding the latter’s performance or behavior.
This warning formally communicates the seriousness of the situation to the employee to ensure they’re aware of the issues. It typically provides evidence or examples of the employee’s problematic behavior or performance issues. It also includes expectations and a timeline for improvement. Finally, it states the potential consequences of the employee not showing improvement within the given timeline.
A written warning also serves as a record for both the employer and employee, providing documentation that the employer has addressed the issue and the employee has acknowledged it. This can be crucial in situations that require further disciplinary action, to ensure the process is transparent and fair.
The responsibility for issuing a written warning can vary depending on organizational structure and the nature of the issue at hand. In cases of underperformance, tardiness, or absenteeism, an employee’s direct manager should speak with them privately about their concerns. They should also inform them that if their performance doesn’t improve by a certain date, HR will need to initiate the written warning process.
However, for more serious infractions, such as when the issue involves non-compliance with company policies and labor laws, the HR department may take a more active role. Many businesses take a collaborative approach, where managers and HR work together to address disciplinary issues fairly, thoroughly, effectively, and legally.
Organizations that include “reflective employee feedback” as part of their written warning process offer a good opportunity for HR and management to collaborate. Reflective feedback involves delivering the written warning, and then engaging the employee in a conversation where they can reflect on their behavior or performance issues.
During this conversation, HR can ask open-ended questions that encourage the employee to think critically about the underlying causes of their actions and propose their own solutions for improvement. This approach addresses the immediate issue and supports a culture of self-awareness and continuous improvement.
By incorporating reflective feedback, HR can help employees feel more supported and understood. They then share these insights with the employee’s manager to help them review the issues that led to the employee’s behavior and develop a more comprehensive solution.
Frame written warnings constructively. Emphasize the employee’s potential for improvement and clearly outline the support available to them. This can help reduce defensiveness and encourage a more proactive response from the employee.
Here are some instances that may warrant a formal written warning:
Before drafting the letter, review the company’s disciplinary policies to determine if the issue warrants a written warning. Research previous similar incidents to help you consistently handle the current situation. This ensures fairness, uniformity in the disciplinary process, and compliance with company guidelines.
Do this:
Create a checklist of relevant company policies and past case references to ensure all possible disciplinary actions you may take align with organizational standards.
Pinpoint the exact behavior or performance issue that warrants the written warning. Define the issue clearly and provide concrete, verifiable evidence or examples to support your claims. This may include documented instances of the employee’s behavior, performance metrics, or witness statements.
Do this:
Use a tracking system to log incidents as they occur, documenting all relevant information in real-time. This helps maintain a clear, detailed record of the issues in question.
Discuss the issue with the employee’s direct manager and other relevant stakeholders, such as team leaders or HR colleagues. This helps you gather additional insights and ensures all relevant parties are on the same page. For more serious infractions, you may also have to consult legal advisors to identify potential legal implications.
Do this:
Set up a standard consultation protocol, including a checklist of stakeholders you need to consult for different infractions.
Start with an introduction that states the letter’s purpose and references previous informal warnings. Next, clearly describe the employee’s behavior or performance issue, detailing its impact on the team or organization. Then, outline the expected changes and the consequences of a failure to improve. Finally, mention available support or resources to assist the employee in improving their behavior or performance.
Do this:
Use a written warning template that includes information applicable to all employees, and customize it to suit each situation. Maintain a professional and consistent tone throughout every letter.
Have another HR colleague or manager review the draft to help flag any ambiguities or inconsistencies and ensure the letter is clear, concise, and unbiased. Revise the draft accordingly before finalizing and issuing the letter.
Do this:
Implement a peer review system where HR team members review each other’s warning letters to ensure professionalism, objectivity, and adherence to company standards.
Arrange a private meeting with the employee to discuss the warning letter and facilitate an open, honest discussion about the relevant issues and expectations.
Do this:
Use the company’s calendar system to book a quiet, private room for the meeting. Choose a date when the employee’s schedule is more flexible, so they can be fully present and attentive.
Present a hard copy of the letter to the employee during the meeting for their own record. Read it aloud if necessary to ensure clarity. Allow them to ask questions and offer their perspective.
Do this:
Prepare talking points for the meeting to ensure you cover key aspects and keep the discussion professional and objective.
Record the meeting details (e.g., date, time, and key points discussed) to ensure a formal record of the process is created. Have the employee acknowledge receipt of the warning by signing the letter or a form of acknowledgment.
Do this:
Use a detailed standardized form to document disciplinary meetings. This form should include sections for date, time, names of participants, discussion points, and signatures.
Monitor the employee’s behavior or performance closely in the following weeks. Schedule regular check-ins to provide feedback and support. Document all follow-up actions and communications for future reference to track progress and ensure continuous improvement.
Do this:
Set regular calendar reminders for follow-up meetings and progress reviews for all involved parties.
Assess whether the employee has made the necessary improvements. If their behavior or performance has not improved, decide on further action following company policy. Make an informed decision based on documented follow-ups and employee performance.
Do this:
Develop a performance improvement plan (PIP) template that outlines specific goals, timelines, and measures of success for the employee. This will also guide the evaluation process effectively.
| What to include | Context |
|---|---|
| 1. Introduction | – The warning letter’s purpose – Any previous discussions or warnings related to the issue. |
2. Description of the issue | – Clear description of the specific behavior or performance problem – Concrete examples, including dates, times, and any other relevant details. |
3. Impact of the issue | – Explanation of how the issue affects the team, department, or company – Potential or actual consequences of the behavior or performance issue at hand. |
4. Expectations for improvement | – Clear outline of the expected behavior or performance changes – Specific, measurable goals or actions the employee must work towards. |
5. Timeline for improvement | – Specific timeframe within which the employee must show improvement – Follow-up dates for review meetings or progress assessments. |
6. Consequences of non-compliance | – Clearly stated consequences of the employee’s failure to improve – May include further disciplinary actions, up to and including termination. |
7. Support and resources | – Information on support, training, or resources available to help the employee improve – Contact information for HR or relevant support services. |
8. Employee acknowledgment | – A section for the employee to acknowledge receipt of the warning letter – The employee can either sign the letter itself or an acknowledgment form. |
9. Documentation and record-keeping | – A copy of the warning letter in the employee’s personnel file – Consistent record and filing of all related documentation. |
10. Contact information | – Contact details for the relevant HR representative or manager – Clear information on whom the employee can contact to answer their questions. |
Dear [Employee name],
This letter serves as a formal written warning regarding your recent insubordinate conduct. It follows previous discussions and verbal warnings concerning similar behavior.
On [specific dates], you explicitly refused to follow instructions from your supervisor, [Supervisor’s name], regarding [specific directive]. Despite your supervisor asking you multiple times, you declined to comply and made disrespectful comments in front of your team.
This behavior is unacceptable and goes against our company’s code of conduct and policies on respectful workplace behavior. Your actions have created a disruptive environment and undermined your supervisor’s authority. Such behavior affects team morale and hampers productivity and cooperation within the department.
We expect you to promptly and respectfully follow all reasonable instructions from your supervisor. You must always maintain a professional demeanor and communicate any concerns or disagreements through the appropriate channels.
You are expected to demonstrate immediate and sustained improvement in your behavior. We will review your conduct over the next 30 days, during which you must adhere strictly to company policies and follow your supervisor’s directives.
Failure to show sustained improvement in your behavior during this time may result in further disciplinary action, including termination of your employment with [Company name].
If you require any assistance or support complying with these expectations, please contact the HR department. We are here to help you succeed in your role and maintain a positive working environment.
Please sign below to acknowledge receipt of this written warning and confirm that you understand the seriousness of this matter and the outlined expectations.
A copy of this written warning will be placed in your personnel file.
Should you have any questions or wish to discuss this matter further, please do not hesitate to contact [HR representative’s name] at [HR representative’s contact information].
[Manager’s contact information]
Dear [Employee name],
This letter serves as a formal written warning regarding your recent pattern of absenteeism. Despite previous discussions and verbal warnings, your attendance record has not improved.
Since [specific date], there have been [number] instances where you were absent from work without prior notice or valid reason. Specifically, you were absent on [list specific dates]. You did not report these absences per company policy, give any legitimate reason, or seek approval of these absences from your supervisor.
Your frequent absences have significantly impacted your team’s productivity and unfairly increased your colleagues’ workload. Reliable attendance is crucial for maintaining team efficiency and achieving departmental goals.
Moving forward, you must adhere strictly to the company’s attendance policy. This includes providing advance notice of any planned absences and informing your supervisor of any unexpected absences as soon as possible. Additionally, you must ensure your attendance is regular and punctual.
We will monitor your attendance closely over the next 60 days. You are expected to show immediate and consistent improvement in your attendance record during this period. Failure to do so will result in further disciplinary action, including suspension or termination of your employment with [Company name].
If you are experiencing any personal or health issues that are affecting your attendance, please inform the HR department. We are committed to supporting our employees and are willing to discuss possible accommodations or resources available to you.
Please sign below to acknowledge receipt of this written warning and confirm you understand this matter’s seriousness and the outlined expectations.
A copy of this written warning will be placed in your personnel file.
Should you have any questions or wish to discuss this matter further, please do not hesitate to contact [HR representative’s name] at [HR representative’s contact information].
[Manager’s contact information]
This letter serves as a formal written warning regarding your recent pattern of tardiness. Despite previous discussions and verbal warnings, your punctuality has not improved.
Since [specific date], there have been [number] instances where you arrived significantly late to work. Specifically, you were late by over 20 minutes on [list specific dates]. According to company policy, employees are expected to be at their workstations and ready to begin their duties at their scheduled start time.
Your frequent tardiness has disrupted workflow and impacted team productivity. It places additional stress on your colleagues, who are required to cover your duties until you arrive. Consistent punctuality is essential for maintaining team efficiency and meeting operational goals.
You are expected to adhere strictly to the company’s punctuality policy. This includes arriving at work and being prepared to start your duties by your scheduled start time of [contracted start time] daily. Additionally, you should communicate any unavoidable tardiness to your supervisor as soon as possible.
We will monitor your punctuality closely over the next 30 days. During this period, you are expected to demonstrate immediate and consistent improvement in arriving to work on time. Failure to improve your punctuality will result in further disciplinary action, including suspension or termination of your employment with [Company name].
If you are experiencing any personal or logistical issues that are affecting your ability to arrive at work on time, please inform the HR department. We are committed to supporting our employees and are willing to discuss possible accommodations or resources to assist you.
Please sign below to acknowledge receipt of this written warning and confirm you understand this matter’s seriousness and the outlined expectations.
A copy of this written warning will be placed in your personnel file.
Should you have any questions or wish to discuss this matter further, please do not hesitate to contact [HR representative’s name] at [HR representative’s contact information].
[Manager’s contact information]
This letter serves as a formal written warning regarding your recent performance issues at work. Despite previous discussions and verbal warnings, your work performance has not improved.
Over the past [specific period], your work performance has not met the expected standards for your role. Specifically, you have not achieved key performance indicators (KPIs) in areas such as [list specific areas, e.g., project deadlines, quality of work, sales targets]. For example, on [specific dates], your projects were submitted late and did not meet the required quality standards
Your work performance issues have affected your team’s productivity and delayed project deadlines. This impacts their ability to meet client expectations and organizational goals. Consistent work performance is crucial to the success of your department and the company.
You must meet the following performance standards: [list specific expectations, e.g., meet deadlines or achieve specific sales targets]. Please take the necessary steps to improve your performance in these areas immediately.
Your direct manager will review your performance over the next 60 days. You are expected to demonstrate significant and consistent improvement in meeting your performance targets during this period. Failure to improve your performance will result in further disciplinary action, including suspension or termination of your employment with [Company name].
Please inform the HR department if you need additional support or resources to improve your performance. We are committed to helping you succeed and are willing to discuss possible training, mentoring, or other resources to assist you.
Please sign below to acknowledge receipt of this written warning and confirm that you understand the seriousness of this matter and the outlined expectations.
A copy of this written warning will be placed in your personnel file.
Should you have any questions or wish to discuss this matter further, please do not hesitate to contact [HR representative’s name] at [HR representative’s contact information].
[Manager’s contact information]
