Understanding the Sample Letter Of Warning: A Guide for Employees

Dear [Employee Name],

This letter serves as a formal verbal warning regarding your recent performance. We’ve observed some inconsistencies in your ability to meet your daily/weekly goals in [specific area of responsibility], specifically [mention specific examples like not meeting deadlines, errors in reports, etc.].

For instance:

1. You missed the deadline for the [Project Name] report on [Date].
2. The [Task Name] was not completed with the expected accuracy.
3. Client complaints related to [specific issue].

We expect all employees to meet the performance standards outlined in their job descriptions. We want to see improvements in these areas. We’ve scheduled a meeting on [Date] at [Time] to discuss this further and create an action plan with specific, measurable goals for improvement. We will review these goals in [Timeframe, e.g., one month].

Failure to meet these goals may result in further disciplinary action, up to and including termination of employment. We are committed to helping you succeed, so please come prepared to discuss how you can improve. Please acknowledge receipt of this warning by signing below.

Sincerely,

[Your Name/HR Department]

_________________________ _________________________

Employee Signature Date

Subject: Written Warning – Attendance

Dear [Employee Name],

This letter confirms our previous conversations regarding your attendance record. Our records indicate several instances of tardiness and/or absences in the past [time period, e.g., month/quarter]. We have discussed the importance of punctuality and consistent attendance with you previously on [date(s) of previous conversations].

Specifically:

• You were late to work on [Date(s)].
• You were absent from work on [Date(s)] without proper notification/documentation.
• You left early on [Date(s)] without prior approval.

Consistent and punctual attendance is crucial for maintaining team productivity and meeting project deadlines. We must insist that your attendance improves immediately. We expect you to adhere to the company’s attendance policy outlined in the employee handbook. A copy can be found at [link or location]. We expect you to [state what you expect – e.g., arrive on time every day, call in before your shift begins]. Failure to improve your attendance may result in further disciplinary action, up to and including termination of employment.

Sincerely,

[Your Name/HR Department]

Subject: Written Warning – Violation of Company Policy

Dear [Employee Name],

This letter serves as a written warning regarding a violation of company policy. On [Date], it was discovered that [Specific policy violated, e.g., you were using company equipment for personal use, you were not wearing required safety gear, you disclosed confidential information]. The specific company policy violated is [Name of policy] as outlined in the employee handbook, section [section number].

The incident involves [brief description of the incident].

This violation of company policy is unacceptable. We are committed to providing a safe and secure work environment and enforcing our policies. We require you to immediately cease this behavior and adhere to all company policies. We are taking this action because [state the impact or rationale, e.g., this action could lead to a safety hazard, this action puts confidential company information at risk]. Continued violations of company policy will result in further disciplinary action, up to and including termination of employment. Please sign below to acknowledge receipt of this warning.

Sincerely,

[Your Name/HR Department]

_________________________ _________________________

Employee Signature Date

Subject: Written Warning – Insubordination

Dear [Employee Name],

This letter serves as a written warning regarding insubordinate behavior. On [Date], you [Describe specific instance of insubordination, e.g., refused to follow a direct order from your supervisor, challenged a supervisor’s authority in a disrespectful manner, failed to complete a task as instructed]. This behavior goes against the company’s expectations of professional conduct and respect for authority.

We expect all employees to follow directions from their supervisors and treat colleagues with respect. We must insist that you demonstrate a change in behavior. Continued insubordination will not be tolerated and will result in further disciplinary action, up to and including termination of employment. We expect you to [state what you expect].

Sincerely,

[Your Name/HR Department]

Subject: Written Warning – Unprofessional Conduct

Dear [Employee Name],

This letter serves as a written warning regarding unprofessional conduct. On [Date(s)], you [Describe specific instances of unprofessional behavior, e.g., engaged in disruptive behavior during a team meeting, used inappropriate language towards a colleague, behaved in a disrespectful manner toward a client]. This behavior is unacceptable and creates a negative and uncomfortable work environment.

Specifically, the unprofessional conduct included:

• Using inappropriate language during a team meeting on [date].
• Making disrespectful comments toward [colleague’s name] on [date].
• Disrupting the meeting with [specific action].

We expect all employees to maintain a professional demeanor and treat colleagues and clients with respect. Continued unprofessional conduct will result in further disciplinary action, up to and including termination of employment. You are expected to [state what you expect]. We recommend you review the company’s policy on professional conduct in the employee handbook.

Sincerely,

[Your Name/HR Department]

Subject: Written Warning – Harassment

Dear [Employee Name],

This letter serves as a written warning regarding allegations of harassment. It has been brought to our attention that on [Date(s)], you [Describe the specific instances of harassment, e.g., made inappropriate comments, engaged in unwanted physical contact, created a hostile work environment]. We have investigated the allegations, and they were found to be in violation of the company’s policy against harassment, as outlined in the employee handbook, section [section number].

We consider any form of harassment to be a serious offense. This behavior is unacceptable and creates a hostile and uncomfortable work environment. We require you to immediately cease this behavior and adhere to all company policies. Any further incidents of harassment will result in immediate disciplinary action, up to and including termination of employment. You will also be required to attend training on [related topics].

Sincerely,

[Your Name/HR Department]