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Unprofessional Behavior Warning Letter Template
Address unprofessional conduct with clear expectations and documented follow-up using this Unprofessional Behavior Warning Letter Template.
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Unprofessional Behavior Warning 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. Purpose of This Letter
This letter serves as a ☐ written warning ☐ final written warning regarding unprofessional behavior that does not meet company standards.
2. Incident Details (Facts)
2.1 Date/Time/Location. [Insert date/time/location.]
2.2 What Happened. [Describe the behavior factually: what was said/done, who was present, context.]
2.3 Impact. [Describe business/team impact: disruption, morale, customer experience, etc.]
3. Prior Coaching or Related Issues (If Any)
3.1 [List any prior coaching/warnings with dates, if applicable.]
4. Policy and Expectations
4.1 Policy/Standard Referenced. [Employee handbook section / code of conduct.]
4.2 Expected Professional Conduct. Effective immediately, you must:
Communicate respectfully (in person, email, chat, and meetings)
Follow reasonable directions from supervisors
Avoid disruptive or inappropriate comments and behavior
Maintain a professional tone and workplace etiquette
5. Corrective Actions
5.1 Required Steps.
Attend a meeting with [HR/Manager] on [Date]
Complete training/coaching on [Topic] by [Date]
Provide a written acknowledgment of expectations by [Date] (optional)
5.2 Follow-Up Review. Your conduct will be reviewed on: [Date].
5.3 Support (Optional). ☐ Coaching ☐ EAP ☐ Mediation ☐ Other: [Support].
6. Consequences
6.1 Continued unprofessional behavior or failure to meet expectations may result in further disciplinary action, up to and including termination, consistent with company policy and applicable law.
7. Employee Response (Optional)
7.1 Employee comments: [Space for employee response]
Signatures
Supervisor/Manager: [Name]
Title: [Title]
Date: [Date]
Signature: ___________________________
Employee Acknowledgment:
I acknowledge receipt of this warning. 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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Unprofessional Behavior Warning Letter Template
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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.
UNPROFESSIONAL BEHAVIOR WARNING LETTER TEMPLATE FAQ
What is an unprofessional behavior warning letter?
An Unprofessional Behavior Warning Letter is a written notice from an employer documenting conduct that does not meet workplace standards (such as disrespectful communication, inappropriate comments, disruptive behavior, or failure to follow workplace etiquette). It explains the issue, references expectations, and sets a corrective path.
What behaviors are considered unprofessional?
Examples include: yelling or insulting coworkers, inappropriate jokes or comments, repeated interruptions, rude emails, refusing reasonable instructions, aggressive body language, or undermining team members. This template is written broadly so you can describe the specific behavior factually.
Should the letter include specific incidents?
Yes. The letter should include dates, what happened, and the impactс — without speculation about intent. Specifics help the employee understand what needs to change and help HR document the issue.
What should the employee be told to do differently?
Clearly describe expected conduct (respectful communication, following instructions, professional tone) and any required steps (training, coaching, apology, HR meeting). This template includes a corrective plan and review date.
Can this be used as a first warning?
Yes, depending on company policy and severity. Some employers use a verbal coaching step first. This template includes a place to note whether prior coaching occurred.
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