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Employment Disciplinary Letter Template: Formal Written Warning Notice

Address workplace performance or conduct issues clearly and professionally with this Employment Warning / Disciplinary Letter Template.

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Employment Disciplinary Letter Template: Formal Written Warning Notice

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Employment Warning / Disciplinary Letter Template


[Company Name]
[Company Address]
[City, State, ZIP]
[Phone] | [Email]

Date: [Date]

To: [Employee Full Name]
Job Title/Department: [Title/Department]
Employee ID (Optional): [ID]
Work Location: [Location]


1. Type of Notice

☐ Verbal warning (documented)
☐ Written warning
☐ Final written warning
☐ Suspension (details): [__]
☐ Other: [Type]


2. Summary of Issue

2.1 Issue Type: ☐ Performance ☐ Attendance ☐ Conduct ☐ Policy violation ☐ Safety ☐ Other: [Type]
2.2 Description (Facts). [Describe the issue clearly and factually, including dates/times/locations.]
2.3 Prior Coaching/Warnings (If Any). [List prior conversations/warnings with dates.]


3. Policies and Expectations

3.1 Policy/Standard Referenced. [Policy name/handbook section]
3.2 Expected Standard. [What is expected going forward.]


4. Corrective Action Required

4.1 Required Actions.

  • [Action #1] by [Date]

  • [Action #2] by [Date]

  • [Action #3] by [Date]
    4.2 Support Provided (Optional). ☐ Training ☐ Coaching ☐ Schedule adjustments ☐ EAP ☐ Other: [Support].
    4.3 Follow-Up Review Date. [Date]


5. Consequences of Continued Issues

5.1 If the issue continues or required improvements are not met, further disciplinary action may occur up to and including termination, consistent with company policy and applicable law.


6. Employee Response (Optional)

6.1 Employee comments (optional): [Space for employee to respond]


Signatures

Supervisor/Manager: [Name]
Title: [Title]
Date: [Date]
Signature: ___________________________

Employee Acknowledgment:
I acknowledge receipt of this warning/disciplinary notice. My signature does not necessarily indicate agreement.

Employee: [Employee Full Name]
Date: [Date]
Signature: ___________________________

If Employee Refuses to Sign (Optional):
Witness Name: [Name]
Date: [Date]
Signature: ___________________________

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Employment Disciplinary Letter Template: Formal Written Warning Notice

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For quick answers, scroll below to see the FAQ.

Click below for detailed info on the template.
For quick answers, scroll below to see the FAQ.

EMPLOYMENT WARNING / DISCIPLINARY LETTER TEMPLATE FAQ


What is an employment warning or disciplinary letter?

An Employment Warning / Disciplinary Letter is a formal document from an employer that records a performance or conduct issue, references relevant policies, and sets expectations for improvement. It creates a clear paper trail for HR and helps the employee understand what must change.


When should an employer use a disciplinary letter?

Use it after informal coaching has not resolved the issue, or when the incident is serious enough to require formal documentation. Employers often use progressive discipline (verbal warning, written warning, final warning), but processes vary by company and local law.


What should be included in a disciplinary letter?

Include: the specific issue, dates and facts, the policy or expectation violated, prior warnings (if any), required corrective actions, deadlines, consequences if the issue continues, and a place for the employee to acknowledge receipt (not necessarily agreement).


Should the employee sign the letter?

Often yes, to acknowledge receipt. The employee’s signature does not always mean they agree — only that they received it. This template includes an acknowledgment section and an option if the employee refuses to sign.


How do you keep the letter professional and fair?

Stick to facts, avoid emotional language, and describe expectations clearly. Provide support or resources if applicable (training, coaching, EAP). This template uses neutral wording and a structured format.


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