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Written Warning Letter to Employee Template
Document employee issues clearly and set improvement expectations with this Written Warning Letter to Employee Template.
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Written Warning Letter to Employee 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. Reason for Written Warning
1.1 Issue Type: ☐ Performance ☐ Attendance ☐ Conduct ☐ Policy violation ☐ Safety ☐ Other: [Type]
1.2 Summary. This letter serves as a written warning regarding: [Short summary of the issue].
2. Incident Details (Facts)
2.1 Dates/Times. [List relevant dates and times.]
2.2 What Happened. [Factual description of the conduct/performance issue.]
2.3 Impact. [Operational, safety, customer, team impact.]
3. Prior Coaching or Warnings (If Any)
3.1 [Describe prior verbal coaching/warnings and dates.]
4. Policy and Expectations
4.1 Policy/Standard Referenced. [Handbook section / policy name.]
4.2 Expected Improvement. Effective immediately, you are expected to:
[Expectation #1]
[Expectation #2]
[Expectation #3]
5. Corrective Action Plan
5.1 Required Actions and Deadlines.
[Action #1] by [Date]
[Action #2] by [Date]
5.2 Support Provided (Optional). ☐ Training ☐ Coaching ☐ Schedule changes ☐ Other: [Support].
5.3 Review Date. Your performance/behavior will be reviewed on: [Date].
6. Consequences
6.1 Failure to meet expectations or continued issues may result in further discipline, 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 written 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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Written Warning Letter to Employee 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.
WRITTEN WARNING LETTER TO EMPLOYEE TEMPLATE FAQ
What is a written warning letter to an employee?
A Written Warning Letter is a formal notice from an employer to an employee documenting a specific issue (performance, attendance, conduct, or policy violation). It explains what happened, what must improve, and what could happen if the issue continues.
When should an employer issue a written warning?
Employers commonly issue written warnings after coaching or a verbal warning, or when the issue is serious enough to require formal documentation. Company policies and local labor laws may affect the process.
What should be included in a written warning letter?
Include: dates and factual details, policy references, prior warnings (if any), expectations, corrective actions, a review date, and a clear statement of consequences. This template includes an acknowledgment section for receipt.
Can an employee refuse to sign a written warning?
Yes. Employers often still document delivery and note the refusal. This template includes a witness line to record that the warning was presented even if the employee declines to sign.
How do you keep the letter fair and professional?
Use neutral language, focus on facts and expectations, and avoid personal attacks. The letter should document behavior and performance, not make assumptions about intent.
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