Warning Letter for Not Following Instructions 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 repeated failure to follow workplace instructions and procedures.

2. Incident Details (Facts)

2.1 Date/Time/Location. [Insert date/time/location.]
2.2 Instruction/Procedure. You were instructed to: [Describe instruction/procedure].
2.3 What Occurred. [Describe what the employee did instead / what steps were missed.]
2.4 Impact. [Quality, safety, customer, operational impact.]

3. Prior Coaching or Clarifications (If Any)

3.1 [List prior coaching/training/warnings and dates.]

4. Employee Explanation (If Provided)

4.1 You stated the reason was: [Reason].
4.2 If misunderstanding occurred, clarification provided on: [Date] by [Name].

5. Expectations Going Forward

5.1 Effective immediately, you are expected to:

• Follow all reasonable instructions from supervisors

• Follow written procedures and checklists as assigned

• Ask questions or request clarification before proceeding if uncertain

• Meet deadlines and quality/safety standards

6. Corrective Actions

6.1 Required Steps.

• Review the applicable procedure with [Manager/Trainer] by [Date]

• Complete retraining on [Topic] by [Date]

• Demonstrate compliance for [__] weeks (spot checks may occur)
  6.2 Follow-Up Review. Your performance will be reviewed on: [Date].
  6.3 Support (Optional). ☐ Coaching ☐ Mentoring ☐ Job aids/checklists ☐ Other: [Support].

7. Consequences

7.1 Continued failure to follow instructions or procedures may result in further discipline up to and including termination, consistent with company policy and applicable law.

8. Employee Response (Optional)

8.1 Employee comments: [Space for 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: ___________________________