Employers use written warnings as a formal way to address wrong behaviors or lack of productivity, providing clarity and structure while giving employees an opportunity to improve. Beyond being a disciplinary measure, a written warning serves as a proactive step to maintain workplace standards and resolve concerns effectively. This article explains what a written warning is, its purpose, and how it differs from other formal documents like notice letters.
What is a Written Warning?
A written warning is an official notice issued to an employee when their actions or performance fail to meet workplace standards. It documents the problem, expectations for improvement, and consequences if the behavior persists. Unlike verbal warnings, written warnings provide formal evidence in the event of legal disputes or further disciplinary steps.
Employers might also consider implementing a Performance Improvement Plan (PIP) for employees who receive a written warning for poor performance. A PIP provides a structured approach to guide employees toward improvement and ensures they have the resources and clarity needed to succeed.
While a warning letter specifically addresses performance or behavior concerns, on the other hand, a notice letter is a formal document issued primarily to inform an employee about their termination or resignation. It also outlines the duration of the notice period as well as the final working date.
When to Use a Written Warning
Employers typically issue written warnings when:
- An employee repeatedly violates policies.
- Performance issues are identified despite verbal feedback.
- Serious misconduct occurs, such as tardiness, unprofessional behavior, or insubordination.
If the cause is insubordination—a refusal to follow instructions or an act of defiance—written warnings help establish a clear record of events and actions taken to address the issue.
A written warning is an important step in progressive discipline, ensuring fairness and clear communication.
What to Include in an Employee Warning Letter
An employee warning letter is a formal document that highlights concerns about an employee’s performance or behavior. To ensure clarity and effectiveness, include the following essential components in your written warning:
- State the Issue Clearly and Factually
Begin by identifying the specific issue in a professional and objective tone. Avoid using emotional or accusatory language. Be precise about dates, times, and occurrences to prevent misunderstandings.
- Example: “On June 5th, John failed to submit the project report by the agreed deadline, which resulted in a delay in client deliverables.”
- Example: “On June 5th, John failed to submit the project report by the agreed deadline, which resulted in a delay in client deliverables.”
- Provide Evidence or Examples
Support your claims with clear evidence or examples of the employee’s misconduct or performance issues. Reference documented conversations, missed deadlines, or other quantifiable data. This strengthens the legitimacy of the warning and prevents disputes.
- Example: “You were verbally notified of this expectation during our team meeting on May 25th and a follow-up email on May 26th.”
- Example: “You were verbally notified of this expectation during our team meeting on May 25th and a follow-up email on May 26th.”
- List Previous Warnings or Feedback
Document prior verbal or informal warnings, feedback, or performance discussions that were held before issuing the written warning. This shows that progressive discipline has been applied and that the employee has been given opportunities to improve.
- Example: “On May 12th, a verbal warning was issued regarding repeated tardiness, and the expectation of arriving on time was discussed.”
- Example: “On May 12th, a verbal warning was issued regarding repeated tardiness, and the expectation of arriving on time was discussed.”
- Clearly Outline Expectations for Improvement
Define specific and measurable changes that are expected from the employee to rectify the situation. Use clear language to eliminate ambiguity and provide actionable steps for improvement.
- Example: “Moving forward, you are required to submit all reports by 5 PM on their due date. Late submissions will not be accepted.”
- Example: “Moving forward, you are required to submit all reports by 5 PM on their due date. Late submissions will not be accepted.”
- Set Realistic Deadlines for Improvement
Give the employee a reasonable and specific time frame to demonstrate improvement. Deadlines provide structure and accountability while ensuring fairness.
- Example: “You are expected to demonstrate consistent improvement over the next 30 days, starting from June 7th.”
- Example: “You are expected to demonstrate consistent improvement over the next 30 days, starting from June 7th.”
- Explain the Consequences of Non-Compliance
Clearly outline the consequences if the employee fails to improve their performance or address the behavior. This step reinforces the seriousness of the situation.
- Example: “Failure to meet the outlined expectations may result in further disciplinary action like suspension or termination.”
- Example: “Failure to meet the outlined expectations may result in further disciplinary action like suspension or termination.”
- Offer Support and Resources
Show your willingness to help the employee succeed by offering support, resources, or tools that can assist in meeting the expectations. This could include mentorship, training programs, or performance improvement plans. Consider referring employees to a Performance Improvement Plan (PIP) for a structured recovery path.
- Example: “We encourage you to reach out to your supervisor if you require additional support, training, or resources to meet these expectations.”
- Example: “We encourage you to reach out to your supervisor if you require additional support, training, or resources to meet these expectations.”
- Request Acknowledgment and Provide a Copy
End the letter by requiring the employee to acknowledge receipt and understanding of the document. Keep a signed copy of the letter for your records. This ensures transparency and provides legal documentation if further action becomes necessary.
- Example: “Please sign and return this letter by June 8th to acknowledge its receipt. A copy will be added to your personnel file.”
Why Written Warnings Matter
- Clear Documentation: A written warning provides evidence of employer efforts to address issues before escalation.
- Legal Protection: In cases of termination, written records demonstrate compliance with fair processes.
- Fair Process for Employees: It allows employees to understand expectations and improve.
Common Mistakes to Avoid While Giving Your Employee Written Warning
- Lack of Specifics: Vague warnings fail to provide actionable guidance.
- Skipping Verbal Warnings: Always attempt informal feedback before escalating.
- Inconsistency: Ensure all employees are held to the same standards to avoid bias.
For ongoing performance concerns, pair written warnings with a Performance Improvement Plan (PIP) to provide additional support and a clear roadmap for recovery.
Employee Written Warning Templates
Template 1: General Employee Written Warning Letter
[Company Letterhead]
[Date]
To: [Employee Name]
Position: [Employee Position]
Subject: Written Warning
Dear [Employee Name],
This letter serves as a formal written warning regarding your [specific issue, e.g., repeated tardiness, failure to meet deadlines, or misconduct].
Issue Description:
On [specific date(s)], you [describe the specific issue]. This behavior does not meet the performance standards expected at [Company Name].
Previous Discussions or Warnings:
On [previous date(s)], we discussed this matter verbally, and you were informed about the importance of resolving this issue.
Expectations Moving Forward:
To address this concern, you are required to [specific actions, e.g., arrive on time every day, submit reports by the due date].
Timeline for Improvement:
You are expected to show significant improvement by [specific deadline].
Consequences of Non-Compliance:
If you fail to meet these expectations, further disciplinary action, including suspension or termination, may follow.
We are committed to supporting you in meeting these expectations. Please let us know if you require additional resources or assistance.
Please sign below to acknowledge receipt and understanding of this warning.
Sincerely,
[Manager Name]
[Manager Title]
Acknowledgment:
I, [Employee Name], acknowledge receipt of this written warning.
[Signature] [Date]
Template 2: Written Warning for Policy Violation
[Company Letterhead]
[Date]
To: [Employee Name]
Position: [Employee Position]
Subject: Written Warning for Policy Violation
Dear [Employee Name],
This letter is to formally address your violation of [specific company policy, e.g., workplace conduct policy].
Incident Details:
On [specific date], you [describe the incident, e.g., engaged in unprofessional behavior during a team meeting].
Impact of Behavior:
This behavior has [describe the impact, e.g., disrupted team dynamics, delayed project timelines].
Expectations for Future Conduct:
Effective immediately, you are expected to [describe expectations, e.g., adhere to workplace policies, maintain professional behavior].
Support Provided:
We are offering [mention resources, e.g., conflict resolution training, counseling services] to help you comply with the expectations outlined.
Please be advised that further violations may lead to additional disciplinary action, up to and including termination.
Sincerely,
[Manager Name]
[Manager Title]
Template 3: Written Warning for Performance Issues
[Company Letterhead]
[Date]
To: [Employee Name]
Position: [Employee Position]
Subject: Written Warning for Performance Issues
Dear [Employee Name],
This letter serves as an official written warning regarding your ongoing performance concerns.
Performance Concerns:
[Briefly outline the specific performance issues, e.g., missing deadlines, producing substandard work].
Previous Feedback:
On [date], we provided verbal feedback and discussed the importance of improving in these areas. Despite this, [describe the issue persists].
Improvement Plan:
To address these issues, we expect you to [describe the specific actions required].
Timeline for Improvement:
You must show measurable improvement by [specific deadline].
Consequences:
Failure to improve your performance may result in further disciplinary action, including termination.
Please let us know if additional training or resources are needed.
Sincerely,
[Manager Name]
[Manager Title]
Frequently Asked Questions (FAQ)
Q: How many warnings should an employee receive before termination?
A: There is no strict rule, but most organizations follow progressive discipline—starting with verbal warnings, followed by written warnings, and termination if needed. Severe misconduct may justify immediate termination.
Q: Can an employee refuse to sign a written warning?
A: Yes, but refusal to sign does not invalidate the warning. Employers can document the refusal and ask a witness to confirm delivery.
Q: How long does a written warning stay on record?
A: Policies vary by company. Most organizations retain written warnings for 6 to 12 months, depending on the severity of the issue.
Q: What should I do if the employee disputes the warning?
A: Listen to the employee’s perspective, document their concerns, and objectively evaluate their response. Adjust the warning if necessary but remain fair and consistent.
Q: Is a written warning required before termination?
A: Not always. For serious offenses like theft, violence, or insubordination, immediate action—such as suspension or termination—may be justified. Learn more about handling insubordination in the workplace.