Warning Letter to Employee Templates

Most companies have strict performance, attendance, and behavior policies; any employee who fails to adhere to these policies will receive a warning or disciplinary action. Continuation of misconduct or negligence after a verbal warning means you need to issue a written warning to the employee. We have ready-made and editable Warning Letter to Employee Templates that come in Microsoft Word, Apple Pages, and Google Docs file formats to help you out. These templates are complete with professionally written content and format. Get hold of these templates today!

How to Write a Warning Letter to Employee

As the HR Manager, you are responsible for ensuring your staff performs up to the company standards. Writing a warning letter to underperforming employees is just one of your many tasks. And to help you out, we have some tips and tricks on making this task stress-free for you.

1. Follow a Formal Outline

Since you're writing a letter for a professional purpose, it is only right to follow a professional format. Use a business letter format wherein there is a complete return address, date, salutation, closing, signature line, and acknowledgment line. 

2. Emphasize Purpose of the Letter

What is the letter for? Why is a warning letter necessary? Immediately answer these questions in the introduction of the letter. You should also write the date of the letter's issuance in the introduction.

3. Recount Previous Warnings

If it is not the first warning issued to the employee, recount the latest warning—when was the last issue, what was it for, and the result of assessing the previously given reason. These details will ensure that proper warning levels, from verbal to final warning, were followed to avoid complaints. 

4. List Possible Consequences

List all the possible consequences that the employee might face if he/she fails to correct the mistakes. Ensure to list them chronologically based on the warning levels you have in your company.