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Employee warning letter

Reviewed by Clausery editors · · 2 min read

A formal written warning documenting a performance or conduct issue, the improvement required, support offered, deadline and consequences if improvement is not made.

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A written warning creates a record of the issue, tells the employee exactly what must change and what happens if it does not, and gives them a fair chance to improve. Issue it after coaching and a verbal warning where appropriate.

Keep it factual and specific, focused on behaviour and expectations rather than personality. Deliver it in a meeting and have the employee sign a copy acknowledging receipt.

What to include#

  • Employee and date. Employee name, role, manager, date and warning type (performance, conduct, attendance).
  • The issue. Specific incidents, dates and the policy or expectation violated, referencing the employee handbook.
  • Expected improvement. Concrete description of the required change in behaviour or performance.
  • Support and timeline. Support or training the company will provide, review date and improvement period (typically 30-90 days).
  • Consequences. What happens if improvement is not made - further discipline up to and including termination.

How to fill it in#

  1. Step 1: Investigate first

    Get the facts, speak to witnesses and review records before issuing.

  2. Step 2: Be specific

    Name dates, incidents and policy breaches; vague warnings are hard to enforce.

  3. Step 3: State expectations clearly

    Describe exactly what improvement looks like.

  4. Step 4: Offer support

    Offer training, coaching, schedule changes or other resources.

  5. Step 5: Deliver and document

    Meet with the employee, give them the letter, have them sign acknowledgement, and file it.

Employment termination letter

If improvement does not happen, formal termination.

Performance improvement plan

A structured PIP for serious performance issues.

Promotion letter

For positive outcomes such as raises and promotions.

How to write an employee warning letter

Step-by-step with legal notes.

Free HR letter templates

Full HR letter library.

Questions

Do I give a verbal warning first?

Most policies require coaching or a verbal warning before a written warning; gross misconduct can justify immediate written warning or termination.

Can the employee refuse to sign?

Yes - note "refused to sign" on the copy and have a witness sign instead; the warning still stands.

How long does a warning last?

Typically 6-12 months, depending on company policy.

Can I fire immediately after a warning?

Only for further misconduct during the warning period or gross misconduct. Follow company policy.

Do I need HR present?

Good practice for formal warnings, especially for serious issues.

Browse all templates →

These are general templates, not legal or tax advice. Have anything unusual reviewed for your jurisdiction.

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