Written Warning


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How to write a written warning? Do you have to give a verbal warning before a written warning?

A written warning or write-up form is given by an employer to an employee when an employee shows a specific type of performance, that requires some tracking. Since his or her performance in the workplace needs to go on the record, it either is to exemplify their work or for disciplinary action which can also mean termination. Each company should create a disciplinary procedure that explains how many verbal or written warnings are needed before a final warning or dismissal. Besides, it should state when a given verbal warning and its written confirmation of it,  will remain in force.

Since this form is made for employment, it classifies as a sample Human resources (HR) document. Building a business has many steps and requirements, and one crucial component of starting and getting a business to grow that often gets overlooked is HR. Having an HR manager or department within your company requires effort and knowledge, and, depending on the size and industry, might become quickly overwhelming. 

Within an organization, the Human resources department manages its employees, from the beginning: by selecting and recruiting staff (sifting through resumes, job applications, and conducting interviews), onboarding and training them, do performance reviews (KPO setting, annual review, etc), all employment-related paperwork, and finally also arranges the termination of the employees. They need to oversee the organization's fair employment practices, HR Handbook, workplace safety, benefits, payroll, and vacation time.

We support you and your company by providing this Human Resources document template, which will help you to make a perfect one! This written warning form is created by HR professionals, and intelligently structured, and easy-to-navigate through. Pay close attention to its content, to make sure that it fits your own needs. 

A written warning contains the following:
  • Employee’s Name: 
  • Manager/Supervisor’s Name: 
  • If previous discipline meeting occurred, enter date: 
  • Reasons for Warning:
  •  Absenteeism  
  • Failure to follow the procedure
  • Rudeness
  • Tardiness
  • Failure to meet performance
  • Refusal to work overtime
  • Policy violation
  • Fighting
  • Language
  • Other 
  • Details of actions that warranted this warning: 
  • The following immediate and sustained corrective action must be taken by the employee. 
  • Failure to do so will result in further disciplinary action up to and including termination: 
  • Your signature on this form means that we have discussed the situation. 
  • It doesn’t necessarily mean you agree that the infraction occurred. 
  • Employee’s Signature
  • Print Name
  • Date
Additionally it could contain:
  • Manager Name:
  • First Warning
  • Second Warning
  • Previous discipline meeting was held on:
  • Your behavior/actions have been found unsatisfactory for the following reasons:
  • Tardiness
  • Insubordination
  • Failure to follow the procedure
  • Damaged equipment
  • Rudeness
  • Failure to meet performance
  • Refusal to work overtime
  • Fighting standards
  • Absenteeism
  • Language                                               
  • Policy violation
  • Details of unsatisfactory behavior/actions:
  • The following immediate and sustained corrective action must be taken by the employee.
  • Failure to do so will result in further disciplinary action up to and including termination.
  • Deadline:
  • Follow-up meeting will be held on:
  • Manager’s Signature

The Written Warning forms can be submitted to the individual via e-mail, in-person, or posted in their workspace for the official notice. 

Download this Written Warning template before sending out the warning to the employee.

This will save you or your HR department time, cost, and effort and helps you to create a robust HR system. Also interested in other HR templates? Browse through our database and get instant access to hundreds of free and premium HR documents, HR forms, HR agreements, and more.


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