Written Warning Template for Employees: Free Samples, Guidelines & Expert Tips

A 2023 report from the Society for Human Resource Management (SHRM) found that poor supervisor communication is one of the top drivers of employee performance issues. When managers fail to clearly address problems early, situations often escalate into formal corrective action, commonly starting with a written warning.

For HR teams and managers, written warnings are more than a compliance checkbox. Done right, they clarify expectations, reinforce accountability, and give the employee a chance to course-correct before further action is needed.

In this guide, we’ll cover:

• What a written warning is and when to use one
• How to write and deliver a warning letter professionally
• Free templates and real-world examples
• Strategies for making the process fair, consistent and respectful

You’ll also find advice on documentation, alternatives like PIPs, and tools that support early intervention, so you’re not relying on warnings as a first resort. Platforms like HeartCount can help managers spot issues earlier by tracking sentiment, feedback trends and behavioral shifts in real time.

What Is a Written Warning?

A written warning, also called an employee warning notice, is a formal document issued by an employer when a policy violation, behavioral concern, or performance issue has been observed and documented. It outlines the nature of the concern, the expectations moving forward, and the consequences if the issue is not resolved.

Unlike casual feedback or informal coaching, a written warning serves as a documented step in the progressive discipline process. It helps ensure clarity, fairness, and compliance, particularly if further action becomes necessary.

Done correctly, a written warning isn’t just a disciplinary measure. It’s a reset point. It gives the employee a clear opportunity to improve while protecting the employer with a documented trail of action and intent.

The Role of Written Warnings in HR

From an HR perspective, written warnings are essential for three reasons:

1. Documentation and legal protection
   In disputes, having a written record of warnings can demonstrate that the organization acted fairly and followed process.
2. Consistency and fairness
   Written warnings help ensure that all employees are held to the same standards, reducing perceived bias or favoritism.
3. Opportunity for improvement
   Warnings should clarify expectations and support the employee’s success, not just set the stage for termination.

Progressive discipline models often use written warnings as a middle step, after verbal coaching and before formal consequences like suspension or dismissal. Many companies also integrate written warnings with tools like pulse surveys or engagement feedback to understand the context behind repeated issues.

Verbal vs Written Warnings: Key Differences

While both verbal and written warnings are part of corrective action, they serve different purposes and levels of formality:

Warning Type	Purpose	Formality	Documentation	Typical Use
Verbal Warning	Early-stage correction	Informal	Usually noted privately	One-time issues, coaching
Written Warning	Formal record of concern	Formal	Filed in employee file	Repeated behavior or policy violation

Verbal warnings are useful for first-time or minor issues. A written warning is appropriate when prior feedback hasn’t resulted in change, or when the issue is serious enough to require formal documentation.

Some organizations treat a verbal warning as a performance coaching tool, while others document it as part of their process. The key is consistency. Whatever model you follow, apply it evenly across teams.

When Should You Issue a Written Warning?

Timing is critical when it comes to corrective action. A written warning shouldn’t be the first sign that something is wrong, but it also shouldn’t come so late that the damage is already done. The goal is to intervene early enough to encourage improvement, without escalating too quickly.

Common Employee Behaviors That Warrant a Warning

While not every mistake requires formal documentation, some patterns or actions merit a written warning, especially when verbal coaching hasn’t worked or the issue is serious. Examples include:

• Repeated performance issues
  Missed deadlines, inconsistent quality of work, or failure to meet key objectives.
• Unreliable attendance
  Frequent tardiness, unapproved absences, or failure to follow scheduling procedures.
• Conduct violations
  Inappropriate behavior, insubordination, or a lack of professionalism.
• Policy breaches
  Violations of internal policies such as confidentiality, IT usage, or workplace safety.
• Team disruption
  Persistent negativity, unwillingness to collaborate, or interpersonal conflict.

Written warnings serve not only to set boundaries but to open the door to accountability and support. In some cases, it’s worth stepping back to examine whether the behavior is rooted in deeper disengagement, burnout, or unresolved tension within the team. Looking at early signals, such as reduced motivation or lack of participation, can offer insights. You might consider tools that track employee sentiment or flag overwork patterns before formal action becomes necessary.

Legal and Compliance Considerations

From an HR compliance standpoint, written warnings are essential to protect both the organization and the employee. They create a paper trail that demonstrates due process and fairness.

To ensure legal alignment:

• Be specific. Clearly describe the issue, reference the policy or expectation, and avoid vague language.
• Stick to facts. Document what happened, when, and how it was addressed, not assumptions or opinions.
• Give space for response. Provide the employee a chance to review the letter and offer their perspective.
• Be consistent. Apply the same disciplinary standards across similar cases to avoid legal risk.

In many organizations, written warnings are part of a formal progressive discipline process. Skipping steps or applying rules inconsistently can increase the risk of disputes or claims. Especially in regulated or unionized environments, consistency and documentation are non-negotiable.

How to Write a Written Warning Letter

A well-crafted written warning does more than document a problem. It helps the employee understand what went wrong, what’s expected next, and what support is available. Whether the issue is about behavior or performance, clarity and fairness should guide every step.

Step 1: Review Your Internal Policies

Before writing anything, check your employee handbook or internal HR procedures. Most organizations outline the steps required for formal disciplinary action. Following those guidelines ensures consistency and protects both the company and the employee.

This is also a good moment to check how similar past cases were handled. Consistency helps reduce legal exposure and builds trust in the process.

Step 2: Gather Documentation and Feedback

Before you draft the letter, compile any relevant evidence:

• Manager feedback or one-on-one notes
• Missed deadlines or performance metrics
• Absence or tardiness logs
• Reports of behavioral incidents
• Records of previous verbal coaching

For teams looking to centralize this documentation process, HeartCount’s Data-Driven Insights feature allows HR and managers to monitor behavioral trends, gather feedback, and track warning history in one place.

You don’t need to include every detail in the letter, but the facts behind it should be well supported.

Step 3: Write the Warning Letter

Your tone should be clear, respectful, and direct. Avoid emotional language or generic statements. A strong letter usually includes:

• The issue: A factual summary of what happened, including relevant dates or examples.
• Why it matters: Reference to company policy, team impact, or organizational values.
• What’s expected next: Clear, measurable expectations for behavior or performance.
• Timeline for change: If applicable, include the timeframe for improvement.
• Consequences: A statement outlining what may happen if the issue continues.

You can also include a sentence or two about support options, such as coaching or check-ins. This signals that the company wants to help, not just punish.

Step 4: Meet With the Employee

Never send a written warning by email without a conversation. Schedule a private meeting to discuss the letter, whether in person or virtually. This meeting helps:

• Provide context and tone
• Allow space for employee questions
• Clarify expectations
• Maintain professionalism and empathy

The goal is to create understanding, not confrontation. The tone should be firm but respectful.

Step 5: Document and Follow Up

After the conversation, file the warning letter in the employee’s record. Have the employee sign the letter to acknowledge receipt, even if they disagree with the contents. Also log the date of the meeting and any planned follow-up steps.

Continue to monitor the situation over time. If performance or behavior improves, that should be noted as well. If problems persist, you may need to move toward additional steps such as a performance improvement plan or further disciplinary action. The key is to track outcomes consistently and respond based on what’s observed, not assumptions.

What to Include in a Written Warning Letter

A written warning letter should be clear, specific, and structured in a way that protects both the company and the employee. It is not just about formality. The right components help set expectations, encourage improvement, and create a professional record for future reference.

Core Components of a Compliant Warning

Every effective warning letter should include the following elements. In some organizations, these warnings are issued using a standardized employee warning form to maintain consistency across departments.

• Employee and employer details
  Begin with the full name of the employee, their job title, department, and the date. Include the name of the manager or HR representative issuing the warning.
• Reason for the warning
  Clearly state the behavior or performance issue. Use specific dates, metrics, or incidents as evidence. Avoid vague statements like “poor attitude” and focus on observable facts.
• Reference to policies or expectations
  Connect the issue to company rules, the code of conduct, or documented job expectations. This helps ensure the feedback is grounded in shared standards.
• Impact of the behavior
  Explain how the issue affects the team, workplace culture, or performance outcomes. This provides context beyond the individual.
• Required improvements
  Define exactly what change is expected and within what timeframe. Be specific so there is no room for confusion.
• Consequences for non-compliance
  Outline potential outcomes if the issue continues. This could include further disciplinary action, suspension, or termination.
• Signature section
  Conclude with a section for the employee to sign and date. This confirms they have received and reviewed the document, even if they disagree with its contents.

For teams focused on fairness and compliance, involving your employee relations specialist or legal team can ensure the letter follows internal and legal guidelines.

Optional Additions for Clarity and Support

Some organizations include additional elements to make the process more constructive and transparent:

• Manager support plan
  A short description of how the manager will help the employee improve. This may include regular feedback sessions or access to training resources.
• Follow-up timeline
  Dates for follow-up conversations or check-ins. This shows the company is invested in improvement, not just documenting problems.
• Employee comment section
  A space where the employee can respond. This is optional but encourages two-way communication and acknowledgment of the situation.

If this is the first formal warning, it may also help to briefly mention previous informal coaching. This shows a clear progression and makes the process easier to follow for all involved.

Is This the Same as an Employee Write-Up or Disciplinary Form?

Yes, in most cases these terms refer to the same thing. A write-up, employee write-up template, warning letter, or formal notice all serve the purpose of documenting a serious issue and setting expectations for change. That said, your company may use a specific format or term, such as a disciplinary form, so stick with what is standard internally.

Using a consistent employee productivity tracking method and standardized form can make the process easier to manage and help ensure critical elements are not missed.

Free Written Warning Templates

Ready-to-use templates make it easier to stay consistent, save time, and reduce errors when issuing formal warnings. Below are three sample written warning templates you can customize to fit different types of situations.

Template #1: First Written Warning (Performance Issue)

Subject: First Written Warning – Performance Concern
Date: [Insert Date]
To: [Employee Name], [Job Title]
From: [Manager Name], [Job Title]

Dear [Employee Name],

This letter serves as a formal written warning regarding recent performance concerns, specifically [briefly state issue; e.g., missing deadlines, quality of deliverables, or low productivity].

Your performance has been below the expectations outlined in your role. Specifically, [insert specific examples with dates and metrics if available].

We previously discussed this issue during our [meeting date or one-on-one], and verbal feedback was provided. At this point, improvement is necessary to avoid further disciplinary action.

Required actions:

• [List expected behavior or performance change]
• [Set a timeline for improvement and check-in date]

We are committed to supporting your success. Please contact me if you need clarification or resources to support this improvement.

Sincerely,
[Manager Name]
[Signature line for employee acknowledgment]

Template #2: Final Written Warning (Conduct Issue)

Subject: Final Written Warning – Conduct Concern
Date: [Insert Date]
To: [Employee Name], [Job Title]
From: [Manager Name], [Job Title]

Dear [Employee Name],

This letter is a final written warning concerning your conduct, specifically [describe the conduct; e.g., inappropriate language in meetings, violation of workplace policy].

This is not the first time this issue has been addressed. A prior written warning was issued on [date], and the behavior has continued despite previous coaching.

Immediate expectations:

• [Describe specific behavior changes required]
• [State potential consequences if behavior does not change]

We encourage you to use available internal resources and seek support from your manager or HR representative if needed.

Sincerely,
[Manager Name]
[Signature line for employee acknowledgment]

Template #3: Attendance Violation Warning

Subject: Written Warning – Attendance Violation
Date: [Insert Date]
To: [Employee Name], [Job Title]
From: [Manager Name], [Job Title]

Dear [Employee Name],

This letter is a formal written warning regarding ongoing attendance issues. Your attendance record shows [state number of absences, lateness, or specific pattern].

This behavior impacts team performance and overall reliability. We previously discussed this during [mention conversation or coaching].

Next steps:

• [Expected attendance behavior]
• [Monitoring period or check-in date]
• [Consequences if issue continues]

We are open to discussing any external factors impacting your attendance and identifying reasonable accommodations if necessary.

Sincerely,
[Manager Name]
[Signature line for employee acknowledgment]

Written Warning Letter Examples

While templates provide structure, real-world examples offer context. Below are three sample written warnings that reflect different workplace scenarios. These can help HR professionals and managers communicate clearly and legally.

Example: Poor Performance

Situation:

An employee has consistently failed to meet deadlines despite multiple reminders and missed a major project delivery for a client.

Excerpt from Warning Letter:

We are issuing this written warning due to continued performance concerns, specifically your inability to meet established deadlines. In the last month, three key deliverables were submitted late, impacting client timelines and internal workflows.

This has been discussed informally on several occasions, most recently during our one-on-one on [date]. We expect measurable improvement in your time management and planning. A performance review will take place within 30 days to assess progress.

Example: Unprofessional Conduct

Situation:

An employee used inappropriate language during a team meeting and was disrespectful to a colleague.

Excerpt from Warning Letter:

This written warning is issued following a reported incident in the team meeting held on [date]. Your comments were deemed inappropriate and created a disruptive atmosphere. This behavior violates our code of conduct and expectations for respectful communication.

Moving forward, we expect full professionalism in all workplace interactions. Any further conduct issues may lead to suspension or termination.

Example: Repeated Tardiness or Absenteeism

Situation:

An employee has been late to work more than eight times in the past month, with no prior notice or explanation for most instances.

Excerpt from Warning Letter:

We are issuing a written warning based on your repeated lateness, which has occurred on [list specific dates]. Timely attendance is essential for operational consistency, especially in a team-based environment.

If this pattern continues, further disciplinary action will be taken. Please review our attendance policy and speak with HR if there are any ongoing concerns affecting your schedule.

Tips for Delivering a Written Warning with Empathy

Issuing a written warning is a formal step, but it does not have to feel punitive. When handled with empathy and clarity, a warning can serve as a turning point instead of a breakdown in trust.

How to Keep the Conversation Constructive

• Choose the right setting
  Always deliver written warnings in a private setting. Avoid public conversations or rushed interactions that can heighten tension.
• Be direct but respectful
  Explain the reason for the warning without sugarcoating, but avoid sounding accusatory. Use neutral, factual language and focus on observed behaviors.
• Reinforce shared goals
  Emphasize that the goal is to help the employee succeed. When possible, reference their previous contributions to show you’re invested in their improvement, not just documenting failure.
• Leave room for dialogue
  Allow the employee to ask questions or share their perspective. This helps reduce defensiveness and builds psychological safety.
• Clarify next steps
  Restate the expected improvements and any timelines. Make it clear what support is available and when the follow-up will occur.

If you’re not sure how to guide the discussion, consider reviewing your organization’s approach to giving feedback to employees. Structured feedback conversations create the foundation for successful corrective action.

Phrases to Use (and Avoid)

Here are examples of productive and unproductive phrases during a written warning conversation:

Use this language:

• “I want to talk through a concern that’s been affecting your performance and the team.”
• “This letter documents a formal warning, and I want to ensure you fully understand the reasons behind it.”
• “We’re here to support your success, and this conversation is part of that effort.”

Avoid saying:

• “You always do this.” (Too generalized and accusatory)
• “This is your last chance.” (Creates fear rather than clarity)
• “There’s nothing we can do if this continues.” (Shuts down support)

Framing matters. Your tone and language shape how the message is received and whether the employee sees a path forward.

Documenting and Tracking Warnings Effectively

Writing and delivering the warning is only one part of the process. To make it meaningful and protect both the employee and the company, proper documentation and follow-through are essential.

Why Consistent Documentation Matters

Inconsistent documentation is one of the most common weaknesses in disciplinary processes. Without clear records, it becomes harder to show patterns, enforce accountability, or defend a decision if challenged.

Well-documented warnings can also help uncover broader trends. For example, repeated issues within one department might point to unclear expectations or ineffective leadership.

Documentation should include:

• A copy of the written warning signed by the employee
• A summary of the conversation during which the warning was delivered
• Notes on any employee response or disagreement
• A schedule for review or follow-up
• Any support measures offered, such as training or coaching

Having these elements on file ensures transparency and consistency, which are both critical in HR and employee relations.

Tools to Keep Your Records Organized

Many teams still manage warnings and performance discussions manually, often relying on spreadsheets or shared folders. But digital tools make it easier to track trends and ensure follow-up doesn’t slip through the cracks. Tools like HeartCount’s Employee Overview feature give managers a clear, real-time view of employee performance and trends, making documentation more structured and actionable.

A structured documentation process supports accountability, improves team communication, and ensures everyone understands the path forward. It also helps reinforce a culture of fairness and consistency when dealing with performance or behavior issues.

Alternatives to Written Warnings: When a PIP or Immediate Action May Be Better

Written warnings play a critical role in many performance and conduct situations, but they are not always the best fit. Some challenges call for a faster response. Others may benefit more from early coaching or proactive feedback.

When a Warning May Be Skipped

Certain issues require more serious and immediate action. For example:

• Harassment, discrimination, or threats to physical or psychological safety
• Willful misconduct, such as falsifying documents or violating trust
• Policy breaches that expose the company to legal or reputational risk

In these cases, employers may skip the written warning stage and move straight to suspension, formal investigation, or termination. Every step should be documented and handled in consultation with HR or legal counsel.

These more serious outcomes can often be avoided when workplace friction is detected early. One way to catch disengagement or misalignment before it escalates is through regular stay interviews. These conversations create space for honest feedback and can help identify potential risks before they become disciplinary concerns.

When Coaching May Be a Better Fit

Not all underperformance stems from a lack of motivation. Sometimes, an employee may need clearer expectations, more structured support, or help resolving interpersonal friction. In these cases, coaching may be more effective than a formal warning.

Effective coaching should include:

• A calm, one-on-one discussion to identify the root cause
• Collaborative goal-setting and clear accountability
• Time-bound follow-up to track progress and offer support

Coaching works especially well when paired with tools that help managers track the employee experience in a more holistic way. Tactics like employee experience journey mapping can shed light on when and where friction begins, allowing teams to adjust before problems snowball.

If an employee eventually chooses to leave, exit interviews can provide valuable feedback on whether earlier support could have changed the outcome. These insights are key to improving how your organization approaches accountability and culture.

Final Thoughts: Empowering a People-First Discipline Process

Discipline is not just about correcting mistakes. When done well, it becomes a way to support accountability, restore trust, and strengthen culture. A written warning is one tool in that process, not the entire solution.

To make disciplinary steps more meaningful, HR leaders and people managers need to look beyond the letter. That means:

• Framing feedback in a way that’s respectful and actionable
• Documenting issues with clarity and consistency
• Offering support that gives employees a chance to improve
• Tracking trends to identify deeper patterns within teams

This people-first mindset helps turn warnings into growth moments. It also ensures that performance management aligns with your larger goals around culture, retention, and psychological safety.

If your organization is ready to build a stronger, more responsive feedback loop, it may be time to move away from one-off actions and toward continuous listening. Investing in real-time insights, burnout detection, and early-warning tools can help your teams act sooner and build a culture that holds people accountable without sacrificing empathy. With tools like HeartCount’s Pulse Check Surveys, managers can spot early signals of disengagement or performance dips,  often before a written warning is even needed.

Employee Written Warning FAQs

How do you write a written warning?

Start by reviewing your internal policies and documenting the behavior or performance issue. The letter should clearly state what occurred, why it’s a problem, and what change is expected. Include any prior conversations and specify the next steps. Make the tone firm but respectful.

What is an example of a written warning?

A typical example might address repeated tardiness:
“We are issuing this written warning due to consistent late arrivals on [list dates]. Timeliness is essential to team operations, and we expect immediate improvement. Continued issues may result in further disciplinary action.”

You can view full examples in our earlier section on Written Warning Letter Examples.

How to professionally warn someone?

Use private, in-person conversations when possible. Be direct and clear, but also respectful. Stick to facts, reference company policies, and document the discussion. Follow up with a written version if needed. Maintain a tone that supports growth rather than punishment.

How to give someone a written warning at work?

Meet with the employee first to explain the issue and share the written warning in person or via secure internal communication. Allow the employee to ask questions. After the meeting, file the signed copy in their personnel file and set a timeline for review or follow-up.

What is the difference between a first written warning and a final written warning?

A first written warning signals the start of formal documentation. It is typically used after informal feedback has not led to change. A final written warning is more serious and indicates that the next step could be termination if the issue continues.

What is an unfair written warning at work?

A written warning may be considered unfair if it’s based on inaccurate information, discriminatory treatment, or a lack of prior communication. Employees should be allowed to respond and request clarification. HR teams should ensure that disciplinary actions are consistent and backed by evidence.