An employee warning letter is a document that an employer issues to an employee to officially notify them of a breach of company policy and to inform them of any disciplinary consequences. It should also explain what the employee should do, or not do, to meet the expected standards of conduct.
The purpose of a warning letter is to inform the employee of their unacceptable conduct, poor performance, or behavior, and also the consequences of their actions.
Find below, sample warning letters that you can send to your employee’s for misconduct.
Warning Letter To Employee For Misbehavior Sample #1
Dear (Employee Name)
It has been reported to the management that on (enter date) at around (enter time) when your Line Manager asked you to go and supervise the worker at our other Production Unit, you refused to obey the instructions. You indulged into an argument and shouted at your manager.
It was also brought to our notice that you have also admitted your misbehavior and mistake about this incident.
Although the management could have taken a hard and drastic action against you for insubordination, but keeping in view of your performance and previous record the management have decided to give a chance to reform you, and now you are being given another opportunity.
Finally, you are warned not to repeat this again. We hope you will work on your behavior and hope you will carefully listen and follow the instruction given by your manager in future.
Treat this as the last Warning letter issued to you. If you fail to make positive changes, a hard disciplinary action would be taken against you.
Name & Designation
Warning Letter To Employee For Absenteeism Sample #2
Dear [Employee’s name],
As we’ve recently discussed, your [absenteeism] is negatively affecting both your individual performance at work and your team’s productivity. We take [attendance at work] seriously and we expect all our employees to [comply with our company’s policy regarding time off].
However, you have frequently violated [this policy] and [have exceeded the number of days you can be absent from work] despite reprimands. More specifically, [in the last month you didn’t show up at work on X, Y, Z without any prior notice to either HR or your manager.] We do understand that unexpected issues may arise occasionally and we [are flexible (for example, by giving the option to work from home or take a sick leave to take care of a sick family member).] But, we still expect our employees to be professional and act in our company’s best interest.
This is your [first] warning notice. We expect you to correct your behavior and [request time off in advance and in a formal way (e.g. via email to your manager or through our HRIS.)] Otherwise, we will have to take further disciplinary action, up to and including termination.
I’m available to discuss any complications you face that cause your [absence at work.] Please, contact me directly if there’s any way I can help you.
[Your email signature]
Warning Letter To Employee For Misconduct Sample #3
Subject: Written Warning (list out nature of misconduct eg: Unprofessional Conduct)
This letter serves as formal reprimand for your unprofessional conduct. (State issue in detail here)
On < date> you attended a meeting with . At this meeting
you were advised that your <performance/conduct has been unsatisfactory / your behavior is not acceptable>. You were issued with a formal warning letter /email dated < date>, specifically
asking you to improve your <performance/conduct/behavior>
You were provided with to help you overcome the behavior /
improve work performance.
On < date>, you attended another meeting with and we
informed you once again that your <performance/conduct/behavior> was unsatisfactory. You
were provided with a second warning letter dated < date>.
Your repeated violations of company policy and refusal to follow instructions / is unacceptable. It violates and has a negative impact on
the functioning of the company .
This is a final warning letter. Any further violations of company policy / failure to change your
behavior / perform in accordance with our standards shall result in immediate dismissal without
further warning. To reiterate, our expectation is that you .
Warning Letter To Employee For Misconduct Sample #4
__________ (employee’s address)__________ (date of writing letter)
Dear __________, (employee’s name)
It is a matter of serious concern that you have ….. (briefly describe employee’s unacceptable action/behavior).
We have also received other complaints regarding…(mention other complaints received from your staff if any). I wish to bring it to your notice that I am issuing this letter as a warning for this misconduct.
I hope you correct your habits especially after the counseling you received in this regard on ….(mention date). If my office receives further complaints in this regard, the matter will be referred to higher authorities for necessary action.
I hope to see you rectifying these shortcomings and observe good conduct hereafter.
__________ (your name)
__________ (your designation)
Warning Letter To Employee For Misconduct Sample #5
Subject: Warning Letter
Dear (Employee Name),
This letter is issued to you as a warning letter, it has been reported against you that you have misconducted with the lower staff members. You have also been negligent towards the specific duties assigned to you. This action of yours have showed carelessness and irresponsibility.
The Management wants you to put in writing, the reasons for your misconduct with your explanation. If you will be unable to explain, then further strict actions would be taken, which may influence your job.
In case of any queries, e-mail at the address given below.