How to Write a Warning Letter – 4 Templates

When a certain employee is not meeting the company standards for performance, or he has behaved in a way that violates company policies, then he needs to be issued a warning letter. These warning letters are usually written up by direct supervisors or managers who then hand them out to problematic employees. Let this article serve as your guide for writing one. You can also find great examples or templates of warning letters that we have especially curated for our readers.

Employee Warning Letter Template


What are the contents of a warning letter?


Whenever there is a need for you to write this type of basic letter, you  have to make sure that all of the following components should be in it.

  • The complete name of the employee who has committed the offense and the employee’s job title
  • The date by which the formal letter was made
  • The nature of the offense which prompted the letter to be made
  • Details regarding how the offense took place, the time it took place, where it took place, and why this offense was committed
  • A general statement regarding how the employee is expected to resolve the problem and time frame he is supposed to do it
  • The signature of the person who created the job warning letter along with that person’s complete name
  • The employee’s signature

Job Performance Warning Letter Template


When to hand out employee written warnings

The best way for you to find out is to go through your company’s disciplinary action progression. This way, you will know when you are supposed to send the employee a warning letter and if the reason that you are doing so is one that is acceptable. You also have to go through the company policy handbook to see if you are the person in the company who is supposed to be issuing the official warning letter or if it is someone else’s job.

You also have to know that not every problem requires that you hand out a professional written warning immediately. Let us say it is something as simple as being late to the professional workplace. The employee does it a few times and not often, so that should only result in a verbal warning. However, if the employee continues to be late despite the numerous verbal warnings, then you have all the reason to create and hand over a written warning to the employee. Just remember to make sure that it is clear as to why the employee is receiving this simple letter and be specific with the problem that you want to point out.

Then there are those problems where you can skip the verbal warnings and head on straight to creating and handing out a written warning to the employee.  A good example would be a case of one employee bullying another. This is one of those situations where it is appropriate for you to skip the verbal warning and go straight to a written warning.

Be sure to check out the other articles on our website that discuss different aspects of the modern workplace.

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