ClauseryFree employee warning letter template (written warning)
A written warning to an employee about conduct, attendance or performance: what happened and when, the rule it breaks, what needs to change by when, and what happens next. One switch turns it into a final written warning.
No sign-up. Your answers stay in your browser. Who it is for: Managers and small business owners who need to put a problem in writing, fairly and consistently, before it turns into a dismissal.
Updated · Word (.docx) · Free to use and adapt
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What is in the employee warning letter
- First or final written warning, in the title and throughout
- Optional reference to the meeting where it was discussed
- A dated list of incidents
- The policy or standard that was not met, and any earlier warning
- What the employee needs to do, and optional support from the company
- Review date and how long the warning stays on file
- What happens if things do not improve
- Optional right of appeal, and room for the employee's own comments
- Acknowledgement of receipt, not agreement
Read the full template
This is the complete wording. [Labels] are filled in from your answers, and highlighted text only appears when it applies; hover over it to see when.
FINAL WRITTEN WARNING
[Letter date]
Private and confidential
[Employee name], [Job title]
Dear [Employee first name],
Re: Final written warningWritten warning about [Warning subject]
This letter confirms what we discussed at our meeting on [Meeting date]. I am writing to give you a final written warning about [Warning subject].
What happened
The following incidents are the reason for this warning:
Repeated for each incident
- [Incident date]: [Incident details]
This does not meet the standard expected of you under [Policy reference]. It follows the earlier warning you received on [Previous warning date] about a similar issue.
What needs to change
To bring this matter to a close, you need to: [Improvement steps]
To help you do this, the Company will provide the following support: [Support details]
I will review your progress with you on [Review date].
What happens next
This warning will stay on your personnel file for [Warning months] months. If the required improvement is not made, or if there is any further misconduct during that time, your employment may be terminated.If the required improvement is not made, or the issue happens again, the Company may take further disciplinary action, which could include a final written warning or dismissal.
If you disagree with this warning, you may appeal in writing to [Appeal contact] within [Appeal days] days of receiving this letter, explaining why.
You are welcome to give your own written comments on this letter. They will be kept on your file with it.
Yours sincerely,
[Manager name]
[Manager title], [Company name]
Employee acknowledgement
I have received this letter. My signature confirms that I received it, not that I agree with it.
Signed: ____________________________ [Employee name] Date: ______________
The questions you answer
Clausery turns the template into a short questionnaire. Optional parts only appear when they apply.
| Question | Type | Asked when |
|---|---|---|
| Is final warning | Yes / no | Always |
| Letter date | Date | Always |
| Employee name | Short text | Always |
| Job title | Short text | Always |
| Employee first name | Short text | Always |
| Warning subject | Short text | Always |
| Has meeting | Yes / no | Always |
| Meeting date | Date | If “Has meeting” is yes |
| Incidents For each item: Incident date, Incident details | Repeating group | Always |
| Policy reference | Short text | Always |
| Has previous warning | Yes / no | Always |
| Previous warning date | Date | If “Has previous warning” is yes |
| Improvement steps | Long text | Always |
| Has support | Yes / no | Always |
| Support details | Long text | If “Has support” is yes |
| Review date | Date | Always |
| Warning months | Number | Always |
| Has right to appeal | Yes / no | Always |
| Appeal contact | Short text | If “Has right to appeal” is yes |
| Appeal days | Number | If “Has right to appeal” is yes |
| Manager name | Short text | Always |
| Manager title | Short text | Always |
| Company name | Short text | Always |
How to use it
Open it
Click Fill it in now. The template opens in Clausery with its questionnaire ready.
Answer the questions
Work through the sections. Drafts save as you type, on your device.
Download the document
Get a finished Word file with your formatting intact, or print it to PDF.
Prefer to start from your own wording? Download the Word file, edit it, keep the {tags}, and upload it to Clausery. See the template syntax.
Questions
What should an employee warning letter include?
The facts (what happened and when), the rule or standard it breaks, what the employee needs to do differently and by when, any support you will give, and what happens if nothing changes. Describe behaviour you can show, not opinions about the person.
Does the employee have to sign a warning letter?
No. A signature only confirms they received it, and the letter says so. If they refuse to sign, note the date you gave it to them and who was there.
How many warnings before dismissal?
There is no set number in law in most US states, where employment is usually at will, but many employers use a verbal warning, a written warning and a final written warning. In the UK, following a fair procedure such as the Acas Code of Practice matters if the employee later claims unfair dismissal.
Is it really free?
Yes. The download is free, and filling it in with the Clausery app is free too, with unlimited documents. Library templates never count towards a plan limit, and no account or card is needed.
Is my information uploaded anywhere?
No. Clausery runs entirely in your browser. Your answers and the finished document are created and stored on your own device.
Is this legal advice?
No. These are general samples. Laws differ between countries and states, so have the wording reviewed for your situation before you rely on it.
Guide: How to write a warning letter to an employee (free template)
Free tool: Deadline calculator: a review date or appeal deadline a set number of days away
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This template is a general sample and not legal advice. Laws vary by jurisdiction; have it reviewed before use.