Employee written warning examples and templates

Workplace issues, if left unaddressed, can affect team morale and overall productivity. Clear, timely communication helps prevent small problems from becoming bigger challenges. 

HR leaders can use written warnings to provide structure and clarity. Employee written warnings help drive corrective action before issues escalate or spread to other team members. A written warning isn’t just a formal document—it’s an opportunity to steer your team members back on track and maintain a positive work environment. Addressing these concerns may feel difficult initially, but tackling them early helps increase retention rates and maintain high workplace standards. 

Let’s review some employee written warning example templates and actionable steps to address issues proactively and respectfully.

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What is a written warning?

A written warning functions as a formal, cautionary written reminder that outlines the behavior expected in the workplace, details incidences of misconduct, and highlights the corresponding consequences. Some teams may use the terms “employee warning notice,”  “employee warning letter,” or “employee write-up,” to describe the same concept.

An employee warning notice indicates the severity of the employer’s concerns—and clarifies that the person in question needs to match or exceed the standards of behavior outlined in the employee handbook. 

Issuing written warnings at work can help HR professionals reduce repeated lateness, continued absenteeism, poor employee engagement, or breaches of company policy. In addition to a written warning, HR teams can work with the person to find the root cause of the issue and help them overcome it.

What is an employee written warning template?

An employee written warning template provides a structured format for documenting behavioral or performance issues. These templates include sections covering the specific problem, expectations for improvement, and consequences if the behavior continues. 

HR leaders use employee warning letters to address concerns while maintaining consistency, professionalism, and proper documentation. 

What to know about employee written warnings

Properly handling written warnings can help foster transparency, improve communication, and maintain workplace harmony. Understanding when to issue a written warning and how long it stays on record can ensure you manage the process fairly and effectively.

When do you send a written warning to an employee?  

Each company sets a timeline, but warnings typically occur when verbal discussions don’t resolve an issue. For example, if a team member continues arriving late after a verbal warning, HR may issue a written warning to outline necessary improvements.

How long does a written warning last? 

The duration of a written warning depends on company policy, but it usually stays on a person’s record for up to twelve months. Organizations can adjust the time frame based on the severity of the issue.

During this period, managers monitor the team member’s progress to see if things improve. If everything stays on track, the warning can be removed, giving the person a clean slate and a fresh start.

How many written warnings do you send? 

The number of warnings typically depends on company policy and the severity of the issue. For less serious concerns, companies may start with a verbal warning, followed by one or more written warnings if the problem continues. More serious issues, like repeated policy violations, might escalate more quickly through the process.

HR teams can follow a progressive discipline model to issue two or three warnings before considering termination. For example, an individual might receive a verbal warning for unexcused tardiness, a written warning for repeated issues, and another written final warning before discussing termination. HR teams and managers use these warnings to provide clear guidance, offer support, and encourage positive change. This structured approach gives people a chance to address their challenges and get back on track.

What is the procedure for a written warning?

You can refer to your company handbook to follow your organization’s official procedure for issuing a written warning. However, a typical procedure may look something like this:

1. Schedule a formal meeting: Arrange a meeting with the team member to discuss the specific issue.
2. Present the issue: Clearly explain the problem, how it affects the team or company, and what behavior needs correction.
3. Provide the written warning: Give the person a formal written document that outlines the issue, expectations for improvement, and consequences if it continues.
4. Request the team member’s signature: Ask the person to sign the warning to acknowledge receipt. If they refuse, document their refusal, but note that the warning still stands.
5. Keep records: File a copy of the signed warning in the appropriate record for future reference.
6. Follow up: Monitor employee development to ensure the issue is resolved and provide additional support if needed.

What to include in an employee warning letter  

A clear and concise employee written warning states and numbers each infraction and includes:

• The incident date(s)
• The name of the person’s supervisor
• The name of the person’s HR representative
• Person’s name
• Person’s job title
• A clear account of the verbal warnings given  
• The conduct they need to change 
• Consequences if the person’s behavior doesn’t change  
• The company’s policy regarding the warning’s time frame and how long it will remain on a person’s record (typically 6-12 months) 
• How to appeal 

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Employee written warning templates 

HR professionals typically give one verbal and two written warnings before a dismissal. Make the first written warning specific and detailed. 

Template #1: First written warning

• [Company name and address]
• [Person’s first and last names]
• [Person’s job title]
• [First and last names of person’s supervisor or manager]
• [Date]

Subject: Written warning 

Dear [First name],

At [Company name], we recognize the importance of maintaining a consistent and experienced workforce, maintaining workplace standards, and retaining our people wherever possible. [Company name] wants to retain you as a team member. However, some changes to your behavior at work are needed to ensure your employment can continue.

We are issuing a written warning because you have failed to meet the performance we expect of you, as outlined in your terms of employment. 

Specifically, [clearly state the unacceptable behavior or conduct] on [date]. On [date], you received a verbal warning for [state the unacceptable behavior or conduct]. This written warning marks an opportunity for you to correct your [unsatisfactory performance and/or behavior].

For your [performance/behavior] to be considered satisfactory, you must achieve and maintain the following performance standards. [Describe what the person must do to improve their behavior] by [insert the time frame according to your company policy—typically 12 months].

Your failure to meet the conditions of this written warning, the development of new or related problems, and/or your continued unsatisfactory performance will lead to more serious corrective action—up to and including the termination of your employment. 

If your behavior does not change, you will receive one additional final written warning before your employment here is terminated.

We believe that you add significant value to our company and hope you will work to improve your behavior. 

This warning will be added to your employment record for [insert length of time—typically 6-12 months].

Please let me know if you have any questions or concerns and sign this letter to acknowledge receipt.

Manager 

Print name:

Signature:

Date:

Employee

Print name:

Signature:

Date:

Template #2: Final written warning

If the person fails to improve their behavior within the time frame set in the first written warning, they may receive their final written warning. Final written warnings set a clear, explicit, and fixed time frame within which the outlined conditions must be met to avoid dismissal.

We suggest using this final written warning template:

• [Company name and address]
• [Person’s first and last names]
• [Person’s job title]
• [First and last names of person’s supervisor or manager]
• [Date]

Subject: Final written warning 

Dear [First name],

• [Outline the expected behavior at work]
• [Detail the unacceptable behavior]
• [Detail the frequency of when the unacceptable behavior occurred]

On [date], you received a verbal warning for [state the unacceptable behavior].

On [date], you received a first written warning for [state the unacceptable behavior].

As advised at our meeting on [date], your performance has not improved and continues to be unsatisfactory. 

This is a final written warning. If significant improvement in your behavior is not achieved by [date] and you continue to [behave inappropriately], we may terminate your employment. 

Please let me know if you have any questions or concerns and sign this letter to acknowledge receipt.

Manager 

Print name:

Signature:

Date:

Employee

Print name:

Signature:

Date:

<<Address behavioral concerns swiftly with these written warning templates.>>

Examples of written warning letters

Some written warning letters address concerns about a person’s poor performance, unprofessional behavior, and attendance issues. 

Example of a written warning for employees with poor performance 

If someone fails to do their job to the required standard, consider using this template to inform them of their poor performance:

Dear [First name],

We are informing you that, based on our [company policy or performance requirement], you are officially failing to meet the performance measurements for your job for the following reasons:

[List the reasons how and why the person isn’t performing up to expectations]

As a result, we need you to [outline your expectations and set timelines to meet

the goals you list]. 

If we do not see these improvements, additional disciplinary action will occur—up to and including the termination of your employment. 

We will add this warning to your employment record for [insert length of time—typically 6-12 months].

Please let me know if you have any questions or concerns and sign this letter to acknowledge receipt.

Manager 

Print name:

Signature:

Date:

Employee

Print name:

Signature:

Date:

<<Help your people grow with our performance improvement plan template.>>

Example of a written warning for unprofessional behavior 

Unprofessional behavior can set a bad workplace precedent. Common examples include bullying and harassment, aggressiveness, and refusing to perform requested tasks. You can use the following example of an employee write-up to craft a written warning for unprofessional behavior:

Dear [First name],

As discussed on [date of verbal warning], your behavior is unprofessional and is negatively affecting your work performance and the team’s productivity.

On [date], you [detail the unprofessional behavior(s)]. This behavior is unprofessional and does not meet the expected standards of [company name] as outlined in [company policy].

As a result, we require you to [outline your expectations and set timelines to meet the goals you list]. 

If we do not see these improvements, additional disciplinary action will occur—up to and including the termination of your employment. 

We will add this warning to your employment record for [insert length of time—typically 6-12 months].

Please let me know if you have any questions or concerns and sign this letter to acknowledge receipt. 

Manager 

Print name:

Signature:

Date:

Employee

Print name:

Signature:

Date:

Example of a written warning for employees with attendance issues 

Anyone can show up late to work due to circumstances outside their control. Family issues, delayed trains, and bad traffic can all cause lateness. However, consistent lateness or absenteeism costs time, wastes money, and risks causing widespread frustration.

This employee disciplinary example shows how to write a warning letter that highlights the consequences of continuing lateness or absenteeism. 

Dear [First name],

As discussed on [date of verbal warning], your repeated [lateness/absenteeism] is damaging your work performance and your team’s productivity. 

We take attendance issues seriously and expect you to follow the company policy regarding [lateness/time off].

However, you continue to violate this policy and [were late/didn’t come into work] on [list times and dates of lateness/absenteeism] without giving prior notice to either HR or your manager.

We understand that unexpected issues can cause lateness or an unplanned absence. However, we expect our employees to be professional, communicate problems promptly, and act in the best interest of the company.

We ask you to correct your behavior and [explain your lateness/ask for time off in advance, as outlined in our company policy]. 

If you cannot resolve your attendance issues, we will need to take further disciplinary action, up to and including termination of your employment.

We will add this warning to your employment record for [insert length of time—typically 6-12 months].

If you need to discuss the complications that are causing your [lateness/absence at work], we are here to help.

If you have any questions or concerns about this letter, please get in touch—and sign below to acknowledge receipt.

Manager 

Print name:

Signature:

Date:

Employee

Print name:

Signature:

Date:

<<Set clear guidelines for attendance with our employee attendance policy templates.>>

How to document a verbal warning 

A verbal warning is an informal discussion between a team member and their superior to address an issue before it escalates to a written warning. While this may not carry the same formality as a written warning, documenting the conversation can serve as a deterrent.

This template shows how to document a verbal warning while outlining expectations and the consequences of not correcting the issue.

Dear [First name],

During our conversation on [date of verbal warning], we discussed [specific issue] and how it impacts your work performance and the team’s productivity. 

We take these issues seriously and expect all team members to comply with company policy regarding [specific issue].

You agreed to [specific corrective action], but if the issue continues, we will need to escalate this matter with a formal written warning. Continued failure to resolve this concern could lead to further disciplinary action, up to and including termination of employment.

Please remember that we are here to support you in addressing any challenges that contribute to this issue. If you need to discuss any underlying concerns, please reach out.

If you have any questions, please let us know, and sign below to acknowledge receipt of this verbal warning.

Manager 

Print name:

Signature:

Date:

Employee

Print name:

Signature:

Date:

<<Document concerns swiftly with our verbal written warning templates.>>

Email template for an employee written warning

If you’re not delivering a written warning document in person, you can send them via email.  Use this email template to explain how the team member can download, sign, and return the written warning.

Email subject line: Written warning: [Specific Issue]

Email body: 

Dear [First name],

This email serves as a formal written warning regarding [specific issue] discussed on [date]. As outlined in our company policy, we take [specific issue] seriously due to its impact on both your performance and the team’s overall productivity.

Attached, you will find the formal written warning document. Please download, review it carefully, sign the document digitally, and return it to the HR department by [insert deadline]. Failure to address and correct this issue may result in further disciplinary action up to and including termination of employment.

If you have any questions or concerns about this warning or need support in resolving the issue, please feel free to reach out to me or your HR representative (cc’d here).

Please confirm receipt of this email and follow the instructions to download, sign, and return the attachment.

Best regards,

[Name]

[Title]

[Company Name]

<<Ensure proper documentation with our email written warning templates>>

10 tips for giving written warnings to employees 

Writing warning letters rank extremely low on the enjoyable parts of being an HR professional. These tips can help things run as smoothly as possible:

1. Act quickly to prevent problems from escalating
2. Use the company letterhead to stress the formality of the situation
3. If relevant, invite a union representative or an additional manager to be present when issuing the warning
4. Deliver warning letters in private and in person to ensure the recipient receives it, understands it, and is aware of the implications if they fail to act on its contents
5. Choose a private and formal setting for any meetings around the disciplinary process to avoid embarrassment
6. Have data ready to counter any justifications the person may have—including details of the relevant company policy in the employee handbook
7. Provide practical time frames for the person to act within
8. Use clear and precise language to outline the improved behavior you expect
9. Offer help and support—especially if the aim is to keep the person employed
10.  Print two copies—one for the team member and one for company records

Keep track of your employee written warnings 

Tracking employee warning letters comes in handy, especially if you decide to end the company’s relationship with the employee. Written warnings provide companies with evidence they followed policies and procedures in the event of a charge of unfair dismissal. 

You can also retrieve warnings for performance reviews to highlight any development the person exhibited. This shows you care just as much about reinforcing positive behaviors as you care about correcting unwanted behavior. 

<<Develop your team with our employee written warning templates.>>

Employee written warning FAQs

How serious is a written warning at work?

Written warnings become part of a person’s record for a set period. They signal that verbal discussions fail to resolve the issue and that the person risks further disciplinary action if the problem continues. While written warnings may not automatically lead to termination, they show the company expects immediate improvement. 

How many written warnings can you give an employee before they get fired? 

The number of employee warning letters before termination depends on company policy, but many organizations follow a progressive discipline model. Typically, people receive one to three warning notices for continued issues, such as repeated lateness or policy violations, before the company seriously considers termination. 

The goal is to provide people with opportunities to correct their behavior and support their growth as individuals. 

What is an unfair written warning at work?

An unfair written warning happens when a team member receives a warning without proper justification or when it falls outside company policies. Every employee writeup requires proper evidence to align with the company’s established procedures. Warnings based on vague expectations, unverified accusations, or personal biases risk can lead to legal action. 

People who believe their warning was unfair may address their concerns with their HR team.

What is the difference between a first written warning and a final written warning?

A first written warning serves as an initial formal notice to address a performance or behavior issue. It typically outlines the problem, the expectations for improvement, and the consequences of not correcting the issue. 

A final written warning serves as a formal escalation of the issue to indicate previous warnings have failed to result in sufficient improvement. It often warns that termination or other serious disciplinary action will follow if the behavior doesn’t improve.

Do you always need a written warning?

No, you may not need an employee warning notice if you prefer to handle issues with informal discussions or verbal warnings. Sometimes, a verbal warning can resolve the issue without tarnishing a team member’s record. The decision to issue an employee writeup ultimately depends on the severity of the situation and the company’s people management procedures.