As an HR manager, it is your responsibility to ensure that office decorum is maintained and the code of conduct is upheld always. In case a disparity in the same happens to arise, and an employee is at fault, the HR should issue a warning letter. A warning letter is a document that contains text about the breach of HR policy, details of misconduct, and consequences. The letter templates are available in different formats. We have listed out some examples which you can download, customize and use.
Employee Warning Letter Template
Issue a warning letter to employees who are unable to meet the work expectations or who are going against the HR policies by downloading and editing our professionally written “Employee Warning Letter” template. Simply edit the sections that are highlighted in yellow in any of the file formats and your warning letter is ready to be sent!
Job Performance Warning Letter Template
Call out employees who aren’t performing their duties well by sending them a warning letter that is drafted our premium “Job Performance Warning Letter” template. This template comes in the form of a ready-made file that can be used to address performance or conduct work-related issues with an employee of your company. Easy to edit, this business warning letter can be downloaded instantly anytime, anywhere.
Final Warning Before Dismissal Template
Free HR Warning Letter Template
Unacceptable behavior shouldn’t be tolerated in the workplace, especially if it is bothersome to other employees. Get this free HR warning letter templates in Word to send out a formal warning to those who are accountable so that they can correct their actions. This template can be downloaded and edited in Google Docs, MS Word, or Pages.
Why Do You Need a Warning Letter?
A warning letter is an important document; if you were to fire an employee without giving him a warning letter, that would be a violation of his contract and could give rise to legal issues. Similarly, if you evict a tenant without a warning, that could lead to pandemonium. You want to avoid that, don’t you? That is precisely why you need to get your hands on a warning letter if you’re planning any of the above.
Take, for example, an employee warning letter; it can be used for several reasons, if he has been tricking his employers, or has not been performing up to the market Cetera. In that case, a warning letter is issued. You may also see Hr application forms
HR Warning Letter for Poor Attendance Template
Send out an official warning to those that have taken an unauthorized absence from work by downloading and editing this “absence warning letter for poor attendance” template. It is already pre-formatted with content, so all you need to do is just edit the basic details in any of the Word file formats.
Warning Letter for Dress Code Violation Template
Check out this warning letter that can be used if in any case, an employee violates the dress code of conduct. It is well written, so you do not have to worry about writing one from scratch. You can edit the basic details of this letter such as contact details, list of clothing not allowed, designation, and so on in any Word document. You can download this template for free.
Staff Warning Letter Template
Don’t waste time coming up with a warning letter. Just download and use our professionally written staff warning letter template so that if there are any complaints against an employee by the staff, they can be warned and asked to correct their behavior. You can edit and customize this letter template as per your needs.
HR Late Warning Letter Template
Here’s a ready-made late warning letter template that you can use to warn an employee for regularly showing up late to work. This useful template is editable and customizable in multiple software such as Google Docs, MS Word, and Pages. Once you have edited the letter, you can also instantly print out.
HR Warning Letter Format
Not satisfied with the performance of an employee? Let them know that by sending them a warning letter that is drafted using our free warning letter template. This template is formal and can be used n-number of times once downloaded. So hurry up and get it now!
Tips While Writing a Warning Letter
Writing a warning letter can be quite difficult, especially if this is your first time. But don’t worry, following these simple tips can help you out:
- Be cautious in your use of language. While you might be extremely displeased with someone, you cannot express that in the letter. Under no circumstance can you come off as hostile.
- Be exact and precise while writing. Begin by stating the purpose of the warning letter in the beginning. Then you owe it to the person to provide a brief explanation. You must state why you think he or she is breaking the rule or where they’re going wrong.
- Include a conclusion in your sample final warning letter. This will make it compact and more meaningful. Also, be stern while writing the conclusion. Chances are, the recipient will pay more attention to the conclusion that the body.
- You can take the help of templates that are available online in case you’re wondering about the format of a warning letter. These have the pattern already mentioned in the template, so you won’t have to worry about that.
Disciplinary Decision Letter of Demotion
As disciplinary action, some employers prefer to demote their employee instead of terminating them. The employee has to be informed about this with the help of a disciplinary letter. For that, you can make use of this warning template.
Disciplinary Letter Meeting for an Employee
If you have comes across an employee at the workplace who has been disrespectful towards the code of discipline, then you must issue a warning letter and summon him/her for a meeting. In order to write this warning letter, you can use this compact sample employee warning letter. You may also see the first and second warning letter templates.
Free Warning Letter for Poor Attendance
In the corporate sector, regularity and punctuality of employees are meticulously monitored. If an employee’s attendance is found to be lackluster or poor, the HR manager or supervisor is supposed to reprimand the employee. While the message is often conveyed verbally at first, however, if there is no noticeable change, a warning letter gets issued. In this article, we have attached warning letter templates that you could customize and use for your employees.
Letter of Employee Disciplinary Action Meeting Template
If you are an HR, warning an employee on his wrongful deeds is your duty, and you can do so by issuing a verbal or written warning letter. If you believe in speaking to the person directly, then you can go through this verbal job warning letter sample.
Sample Disciplinary Warning Letter Template
This employment warning letter template has been kept simple and to the point. It is a “cause and effect” kind of letter, with the reason for warning stated and the action to be taken. If you’re planning on issuing a warning letter, you must take a look at this one.
Disciplinary Letter of Counseling Memo
If you have been a warning letter, you need to send a response to the warning as soon as possible. But it might be confusing as to how exactly you can proceed with such a letter. You can just take the help of this well-written response to the warning letter sample.
Letter of First and Second Warning Template
It is ethical and logical to issue a second warning letter if you see that the person in question has not made an effort to mend his ways. In order to issue a first written warning letter, you can easily make use of this template, which has been kept exact and precise.
Types of Warning Letters
Typically the formats and patterns of all HR warning letters are nearly the same. The content, however, may differ, depending on the cause for the issuance of a warning. It could be due to poor attendance of employees, involvement in a tiff that may have disrupted the office code of conduct, breaking of rules, etc. Warning letters are not just meted out in corporate offices, they are handed out in schools, colleges, universities and other organizations too!
Sample Letter Written Warning Template
Evicting a tenant is a drastic step, and you must issue a warning letter before you proceed with this. That gives your tenant time to look for a new place which is fair. But if you are writing an eviction earnings letter, you cannot afford to miss out on this template.
Sample Warning Letter for Poor Work Performance in the Company
An employee is supposed to put his best foot forward at all times. He is supposed to be on his best behavior, and perform according to the expectations of his superiors. Otherwise, the HR department of a company will be issuing a warning letter. To find out about the formal letter format, you can use this template.
Attendance Warning Letter Template
An employee cannot get away with poor attendance at his place of work. As an employer, you must keep track of the attendance of all your employees. If you notice any sort of discrepancy or poor attendance, you must issue an attendance letter of warning to the employee. You may also see work warning letter templates.
Disciplinary Warning Letter Template
The best part about this company warning letter template is that the format has already been prepared for you. It states exactly what you’re supposed to write in your disciplinary action letter; all you have to do is download and edit. The letter has been written in a firm yet formal manner.
Employment Warning Letter Template
An employee may be terminated for a number of reasons, and disregard for discipline is one of them. The first time this happens, you can issue a termination warning letter, urging him to right his wrongs. You can take the help of this template, where it’s mentioned specifically that further disregard could lead to termination.
Sample Warning Letter Template
Every landlord has a set of rules for his tenants. If you have evidence that your tenant has been breaking them, or you have to evict them for some reason, you must issue a tenant warning letter. You cannot evict a tenant without sufficient warning if you want to avoid all kinds of legal issues.
Warning Letter Example Template
Warning Letter Format Template
Warning Letter Template
Things To Remember:
A warning letter, as the name suggests, is issued as a formal notice to an employee or an individual. A warning can be issued for a various number of reasons. For example, an employer can issue a warning notice to an employee for disciplinary reasons. Similarly, a warning letter may be issued by a landlord to his tenant notifying him of his eviction. Such a sample letter, despite its grave nature, must have a formal tone.
Final Written Warning Letter Template
First Warning Letter Template
Sample Letter of Warning Template
Appeal Meeting Warning Letter Template
The Purpose of a Warning Letter
The whole purpose of a warning letter is to inform a particular person about where he is going wrong, and if there is room for improvement. If you’re merciful, you might issue more than one warning letter to the person in question. However, if the person continues to disrespect or disregard your authority, you can take action against him. If a warning letter isn’t issued, the person might claim that he wasn’t warned and that puts you in the wrong. To avoid confusion or questions, later on, a warning letter must be issued. You can even lookup samples of written warning letter online for help! You may go through our HR strategy template.
Warning letters have to be sent properly and worded smartly to have any real effect and for this, a variety of templates are available for download as per HR rules depending upon the type of work, the related organizations, the severity of the warnings and the relevant information attachment for each.
Dos and Don’ts
- Make your letter compact and precise
- Keep in mind the reason
- Keep it simple and short
- Do not use ambiguous phrases
- Do not forget to be polite and stern at the same time
We Are Here to Help!
Writing a warning letter can be challenging, and not to mention, daunting. That is why we have come up with a wide range of templates that you can use. Browse through our endless collection of templates, and choose the one that suits your needs.
1. What is a Warning Letter?
A warning letter is a formal HR process to record any misconduct, disciplinary issues or poor performance of an employee so that this can be discussed for further actions. It is a formal communication that allows HR managers to take charge of the situation and perform required actions as per the company policies.
2. What is the purpose of a Written Warning Letter?
The purpose of a warning letter is to fix a performance problem by addressing it with the employee and giving a written record of the conversation with the employee. It is usually given after a verbal warning has been issued to the employee, but there has been no change in the performance.
3. How long does a Warning Letter last?
The period a warning letter remains enforceable depends on plenty of factors. These factors can be the seriousness of the issue, the nature of the offense, the number of people included in it, etc. A warning letter can last up to a span of six months or more, depending on the situation.
4. Who can issue a Warning Letter?
A warning letter is usually issued when a verbal warning given by the employer doesn’t bring about change in the unprofessional/inappropriate behavior of the employee. It makes resolving the problem easier and legally allowed. A warning letter can be issued by the CEO, the HR team or the manager of the employee.
5. How to write a Warning Letter?
A warning letter can be written with the help of the following points:
- Identify the problem
- Meet with the employee
- Create the warning letter with details of the issue
- Give the employee the letter of warning
- Mention the actions that will be taken if he/she doesn’t change their behavior.
6. What is an Employee Warning Letter?
An employee warning letter can be defined as a form that an employer gives to an employee to inform him/her of a breach of the company’s policies/protocol. It serves to let the employee know what the violation they made and what are the consequences of their action is.