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Warning letter template

A letter that records a conduct or performance concern in plain, neutral words. Fill in the square brackets, keep to facts and attach any evidence. Use it only after the matter has been looked into and the employee has had a chance to explain.

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An HR consultant and business owner reviewing employee records together

Letter

[Date]

To: [Employee name], [Employee ID], [Designation]

Subject: Warning regarding [short description of the matter]

Dear [Name],

This letter records a concern about [conduct / performance / attendance] that we discussed on [Date]. It is written so that you are clear about what is expected.

1. What happened (facts)

  • On [Date] at [Time/Place], [describe what happened in plain words, without opinion].
  • This was noted by [Name/Role] and recorded in [document, report or system].
  • Your explanation, given on [Date], was: [summarise the employee's response fairly].
  • Previous related discussions or notices, if any: [Date and outcome].

2. Which policy or expectation applies

The company's [policy name, section] sets out that [state the expectation]. This was shared with you on [Date].

3. What we expect from now on

  • [Describe the specific behaviour or standard required.]
  • [Describe any support, training or review meetings offered.]
  • We will review progress on [Date].

4. Consequence if it is repeated

If this happens again, the company may take further action as its policy and the applicable rules allow. This letter will be kept in your employee file.

5. Your right to respond

If you disagree with any part of this letter, you may write to [HR contact] within [ ] days, and your response will be kept with this letter.

Sign-off

Yours sincerely,

[Name], [Title], [Company name]

Acknowledgement

I acknowledge that I have received this letter. My signature shows receipt only and does not mean I agree with its contents.

Employee signature: ______________________ Date: ____________

If the employee declined to sign: Witnessed by ______________________ Date: ____________

Note

A warning letter can lead to serious outcomes and is judged on fairness and process. Confirm the wording and the process, including notice, an inquiry and the right to be heard, with a qualified adviser before using this letter.

A starting point, not legal advice. Check the final wording against your contracts and the rules of your state, and have a qualified professional review it before you issue it.

Grievance and disciplinary process →Performance improvement plans →Employee handbook →

How to use this template

  1. Investigate first and hear the employee's side before drafting anything.
  2. Check your policy, the contract and the employee's record, and confirm the correct level of action.
  3. Write facts only: dates, places, what was seen or recorded. Leave out opinion and labels.
  4. Have HR and a second senior person review the draft before it is issued.
  5. Hand it over in a private meeting, take an acknowledgement, and record a refusal to sign with a witness.
  6. File the letter and the evidence, and diarise the review date.

A filled example (illustrative)

This example is invented for illustration. Replace every value with your own.

SectionIllustrative entry
MatterRepeated unapproved absence from the shift
FactsAbsent on three dates without informing the supervisor, as recorded in the muster
Employee's explanationFamily illness, no message sent
ExpectationInform the supervisor before shift start, or as soon as possible in an emergency
ReviewReview after 30 days

Common mistakes

  • Issuing a warning without hearing the employee's side.
  • Using emotional or accusing language instead of dated facts.
  • Applying different levels of action to different people for the same issue.
  • Not citing the policy or the earlier discussion, so the basis is unclear.
  • Skipping the acknowledgement or the record of a refusal to sign.

Adapt it to your business

  • Factory or plant: refer to safety rules, shift discipline and the standing orders that apply.
  • Shop or retail: refer to cash handling, customer conduct and attendance rules.
  • Clinic or hospital: refer to patient confidentiality, protocol and professional conduct rules.
  • Office or services firm: refer to data security, client conduct and attendance rules.

Questions about this template

It depends on your policy, contract and applicable rules. Follow the steps your policy sets and confirm them with a qualified adviser.

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