Warning Letter | Free Samples & Templates

The purpose of a warning letter is to give the employee an opportunity to improve their behaviour or performance and to avoid further disciplinary action. It is a way for the employer to communicate expectations and correct the situation before it becomes more serious.

Here we are providing some professional warning letter samples and templates that you can download for free and use anywhere.

Contents

What is a Warning Letter?

A warning letter is a formal document that is issued by an employer to an employee as a form of disciplinary action. It serves to warn the employee about a particular issue or behaviour that is in violation of company policies or standards and to inform them that if the issue is not addressed and corrected, it may result in further disciplinary action.

And, if you have any confusion about how to write a warning letter? Then, you should follow the steps that we are providing in the next section.

Format of a Warning Letter:

A warning letter should be written in a professional and formal tone and should follow a clear and structured format. Here is a sample format for a warning letter:

Use the company’s official letterhead and include the date, name, and address of the recipient.
Start with a formal salutation, such as “Dear [Employee’s Name],”
Begin the letter by stating the purpose of the letter and the specific issue or behaviour that is in violation of company policies or standards.
Details of the issue or violation.
Evidence: If applicable, provide evidence to support your claims about the employee’s behaviour or performance.
If this is not the first time that the employee has been warned about the issue, include a summary of previous warnings and the employee’s response to them.
Mention the further actions.
State clearly what is expected from the employee and give them an opportunity to improve their behaviour or performance.
End the letter with a formal closing, such as “Sincerely,” and include the signature of the person issuing the warning.
A final reminder to the employee of the seriousness of the situation and the need for improvement.