Formal Employment Warning Letter



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How to write a formal warning letter for your staff?

When you write a formal warning to an employee that certain behavior is unacceptable in the working environment and culture, which are often already specified in the company’s code of conduct. Such notifications are a disciplinary measure that is commonly used by employers to inform their staff members that they have violated company rules and continuing to do so may lead to more serious consequences. In such a letter, an employee should mention the behavior in which the employee is being reprimanded with the relevant events and dates when the code was broken. The consequences of repeating the same mistakes will also be specified, as well as what the employee should do to improve the situation.

Common situations when a warning letter is issues: tardiness, late coming or excessive absence ,job abandonment, refuse to work, (sexual) harassment, disrespectful behavior, etc.

Writing suggestions when you want to send out a warning letter to an employee:

  • Describe the violation and keep it factual;
  • Specify the time and date when the problem or mistake occurred;
  • Describe the possible consequences that will result from repeated unacceptable misconduct;
  • Reinforce employee obligations he or she might have;
  • Mention the company policy, HR handbook chapter or code of conduct that the employee broke;
  • Describe what the employee can do to rectify or better the situation;
  • Give the warning letter as soon as possible after the incident happens;
  • Talk to the employee when handing over the warning;
  • Be clear, unambiguous and be consistent.

It provides information about employee misconduct so that employees do not misunderstand.

Formal Warning Letter sample sentences:

This letter is to record and confirm the details of the discussion we had in {{insert location}} at {{insert time of day and date}} during which you were formally advised that {{insert issues or behavior}} was unacceptable.
Details of our discussion and the outcomes we agreed at that meeting are recorded in the attached Advice of First and Final Employee Warning.
I confirm that you were advised that for the next {{reasonable time frame for improvement}} I will be monitoring your behavior.
We have agreed to meet again at the end of this time to review the situation.
As explained, this is a formal written warning. If you continue to {{issues or behavior which was unacceptable}} your employment may be terminated.
Yours faithfully
insert signature and name of person issuing the letter
I have read and understood this letter and the attached Advice of First and Final Employee Warning and have been given a copy.

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Nothing on this site shall be considered legal advice and no attorney-client relationship is established.


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