What is an employee warning notice?

An employee warning notice is a formal document issued by somebody in an organisation to their direct report or another junior employee to notify them of their misconduct or underperformance. Employee discipline is a structured process that involves various steps. The use of written letters to address employee behaviour is typically the first step before further action is taken.

Also called an employee warning letter or employee written warning, the notice highlights an employee’s breach of company policy and informs them of the ensuing disciplinary action if the conduct is not addressed. Warning letters and other formal letters also help your HR department to manage employee behaviour while providing a clear paper trail. The warning letter outlines expectations and consequences for the employee concerned. They then sign the document to confirm that they received it, and a copy goes into their employee records.

The purpose of a warning letter

A warning letter serves various purposes. Its core functions are to:

• Clearly outline the expected standards of behaviour or performance
• Explain how the employee has fallen short of these standards
• Detail the consequences of failing to meet expectations
• Provide guidance on the corrective actions required

By documenting both the issue and the steps needed for improvement, a warning letter acts as an official record in the disciplinary process. It also keeps the employee fully informed of the situation and the potential disciplinary procedures that may follow if improvements are not made. This process helps maintain transparency and fairness while giving you a formalised opportunity to address and correct the problem.

Understanding the disciplinary process

The disciplinary process is typically structured to provide fairness and consistency when addressing issues in the workplace. For less serious situations, the process often begins with a verbal warning, where the employee is informed of the problem and given a chance to make improvements.

If the problem persists, that’s when the written warning is issued, signalling a more serious concern and the need for immediate corrective action. Continued failure to improve behaviour or performance can result in a final written warning, and ultimately, further disciplinary action, such as termination. Having a clear, step-by-step procedure, helps you to guarantee that all employees are treated equitably and any disciplinary decision is both justified and well-documented.

The role of verbal warnings

Verbal warnings are often the first step in a company’s disciplinary procedure, used to address minor issues or as an initial response to concerns about an employee’s performance or conduct. A verbal warning gives your employee an opportunity to correct their behaviour before more formal disciplinary action is taken.

It’s important to still document the details of any verbal warning, including the date, the specific issue addressed and your expectations for improvement. If the employee does not respond to the verbal warning, the process may escalate to a written warning or further disciplinary measures.

How to give written warnings

Giving written warnings is a key part of the disciplinary procedure. However, unless you are dealing with a very serious situation, we recommend that you first give a verbal warning and instruct the employee on how to correct their behaviour. A written warning can then follow the verbal warning if the employee doesn’t take action to correct their misconduct. Once you’ve decided to proceed with a written warning, you can follow these suggested steps to carry out the process:

1. Set up a time and location to discuss the issue

You can use an email to invite the employee to the meeting. Consider making a phone call afterwards to stress the importance of the meeting.

1. Choose a formal setting for the meeting

This could be a supervisor’s room, private meeting space or your office, but try to avoid holding sensitive meetings in informal or public spaces like the office canteen or a coffee shop.

1. Use your company’s letterhead to write the warning

Before your meeting, prepare the written warning. Using the company letterhead on the letter indicates professionalism and stresses its formality.

1. State your reasons for the warning clearly

Inform the employee why you called the meeting and your reasons for issuing the warning. If possible, have supporting evidence on hand to counter any denial or excuse they may have.

1. Discuss specific outcomes

Clarify what the appropriate corrective action will be for the employee and its timeline. It’s also important to inform them of what further action you may take if your expectations aren’t met.

1. Capture the employee’s response

If the employee has anything to say, note it down so you can add it to your records.

1. Print two copies of the letter

One will be for the employee to keep, and the other copy is for your company’s records. Keeping specific dates of incidents and warnings is vital for proper documentation.

1. Deliver the letter as soon as possible

If you don’t issue the letter at the meeting, make sure you get it to the employee soon after. This encourages them to take the warning seriously, as a long delay could diminish its severity.

Written warning template

Below is a template you can use as a foundation for creating your own written warning letters. This template is aimed at employees who have engaged in misconduct, but a similar format can be used to address subpar performance, with some alterations.

[Company Name]:

[Address]

Employee full name:

Job title:

Supervisor/ Manager full name:

Date:

Subject: [subject of the warning]

Re: Warning for [reason for issuing warning notice]

Dear [Employee first name],

This letter is to act as a formal warning for your misconduct on [date of infraction]. We received information about your [short description of the incident/infraction]. Such behaviour goes against your expected behaviour in the workplace and is therefore a breach of Company Policy [outline the specific policy that the employee breached, its page number, section number, paragraph number or the respective serial number within the company policy handbook].

Our work guidelines and policies aim to ensure that our company culture and work environment are open and safe for all staff members. All employees are required to respect and follow the guidelines to foster a performance-oriented and collaborative work culture. Employees are expected to comply with all company policies and procedures at all times.

Since you have violated your expected code of conduct, you are hereby put on a warning period for [duration], during which time we will monitor your behaviour.

The repeat of this offence or a similar incident will result in more serious disciplinary action, which could include unpaid suspension from work or the termination of your employment.

We still believe that you add a lot of value to the company and we trust that you will undertake appropriate corrective action for your misconduct.

If you have any questions or need assistance, please contact me. I ask you to acknowledge your receipt of this letter and admission of the conduct discussed by signing below.

Employee signature: Date:

Supervisor/ manager signature: Date:

In some cases, a disciplinary hearing may be required before issuing a written warning, especially for repeated or serious issues. This process allows both the employer and employee to present evidence and provides fairness before a decision is made.

Written warning letters are also essential for documenting disciplinary actions and maintaining accurate records for compliance purposes. Effective discipline and proper documentation both help to maintain productivity and a positive culture in the workplace.

Final written warning

A final written warning represents the last formal step in the disciplinary process before considering termination of employment. It’s issued when an employee has not made the necessary improvements despite previous warnings, such as a verbal warning and a first written warning. The final written warning should clearly outline the ongoing issues, specify the required improvements and state the consequences of failing to meet these expectations, which may include termination.

Employees should also be informed of their right to appeal the warning so that the process remains fair and transparent. By following the disciplinary procedure and documenting each step, you can demonstrate that you have provided ample opportunity for improvement and acted in accordance with company policy and legal requirements.

Employee warning notice templates for PDF and Word

Download these employee warning notice templates, including formal warning letters and a ready-to-use warning template, to help you write a clear and effective warning for various disciplinary situations.

*Indeed provides these examples as a courtesy to users of this site. Please note that we are not your HR or legal adviser, and none of these documents reflect current labor or employment regulations.