Apr 122022

Using our employee warning letter templates will help you to write a professional and fair warning letter in a short time.

An employee warning letter is a document that an employer issues to an employee as a form of disciplinary action. It contains information about the infraction and the action that will be taken. The purpose of writing this letter is to provide a written warning to the employee about their conduct or performance.

Why do you need an employee warning letter?

In most cases, employees are aware of when their actions are not up to par with company expectations. If their actions continue, it can become necessary for employers to issue a formal warning in writing. A good rule of thumb with any written reprimand is to make sure that it covers the minimum requirements of what needs to be communicated and avoids including information that could be used against the business in court if necessary.

The purpose of writing the employee warning letter is to make sure that the employees have received a formal notification about the breach in policy. This helps protect you, as an employer, from legal action.

Is a warning letter a disciplinary action?

As an employer, it is your responsibility to manage your employees effectively and take disciplinary action when it is needed. A warning letter is one of the disciplinary actions you can take.

A warning letter is a formal notice issued by someone in authority against the inappropriate or otherwise negative conduct of an employee within the workplace.

How long does a first and final warning last in Australia?

A warning is generally valid for a period of 6 to 12 months depending on the severity of the incident. After 3-6 months, an employer can withdraw or cancel the warning if there have been no similar incidents. In some cases, a written warning may be indefinite.

If you are issued a final warning and you’re not happy with it or feel that it is unwarranted, your best course of action is to speak to your HR department about having it expunged from your employee file.

Can my employer give me a written warning before a verbal warning?

Unlike most other western countries, there is no general requirement in the National Employment Standards or in the Fair Work Act 2009 that you must be given a verbal warning before being issued a written warning. However, it is best practice to give a verbal warning before a written warning and this will often be included in an enterprise agreement or award.

In some circumstances, your employer might be able to skip straight to a written warning if:

  • You have previously been warned about this issue;
  • The issue is serious enough to warrant skipping the verbal warning stage; or
  • Your employer has a valid reason for skipping the verbal warning stage.

Sample Employee Warning Templates for Australia

If you would like a copy of our Australian Employee Warning Letter Templates for all of the different states and territories in Australia please check below:

Employee Warning Letter Templates

Formal Warning Letter to Employee Template

[Date][Employee Name][Street Address][City, State Zip Code]

Dear [Employee]:

This written warning is being issued for your failure to comply with [company policy], which you were made aware of on [date]. Your actions have resulted in the following consequences: [list consequences]. As outlined in our company handbook, this is a written warning for [behavior — ex. tardiness or inappropriate behavior].

We expect that you will no longer display this behavior in the workplace. Failure to maintain our high standards of work quality and professionalism could result in further disciplinary action taken against you. This includes termination of your employment. Please consider this letter a written warning and take it into consideration when you perform your duties. You are required to acknowledge receipt of this letter by signing below.

If you have any questions or concerns about this matter, please contact me at [phone number].

Employee first warning letter template

Dear [Employee Name],

This is a first written warning that you are being issued for the following reason(s):

[State the reason for issuing the written warning, i.e. poor performance].

[Describe the incident or behaviour related to the issue].

[Describe any relevant documentation to support this written warning].

Your behaviour is unacceptable and unbecoming of an employee in this company. This letter serves as an official warning that your behaviour is not acceptable and must change immediately. If there is no improvement in your conduct, then disciplinary action will be taken against you which may include termination of employment.

You have [Time duration] to improve your performance and show improvement in the following areas [List areas to be improved on].

If you have any questions or concerns, please contact me.

Employee Final Warning Letter Template

Here’s a sample employee final warning letter that you can customize and use when necessary.

Employee name and address


Dear [insert employee surname][insert reason for final warning][insert details of previous warnings (if applicable)]

As per our company policy, this is a formal written final warning. In accordance with our company disciplinary procedures, you have failed to meet the required standards and have not made any improvement in your performance since receiving the initial verbal and written warnings on [insert date]. This constitutes gross misconduct and, if it continues or another incident occurs, we will be forced to proceed with termination of your employment [without notice/with pay in lieu of notice].

Employee Attendance Warning Letter Template

If an employee continues to be late or absent from work without approval, you can issue them with a warning letter. A written warning for poor attendance is the first step in a progressive discipline plan to address the issue.

This sample letter is designed for employers that want to warn an employee about their poor attendance record. It’s important that you tailor this letter to your business requirements and include any additional information that might be relevant to the situation.

Dear [Employee Name],

It has come to our attention that your attendance has been unsatisfactory. You have been late for work on numerous occasions, and have had many unapproved absences during the past month. We have no choice but to issue you a warning for your poor attendance. We need your full commitment in order to meet our goals and objectives.

We are aware that you may be experiencing difficulties that are affecting your performance at work. If this is the case, please do not hesitate to let us know as soon as possible so we can help you get back on track.

If you fail to improve within the next two weeks, we will be forced to take further action.

Sample Warning Letter to Employee for Poor Performance

As an employer, you’d want to deal with performance issues as quickly as possible. A warning letter for poor performance is issued by an employer in order to ensure that an underperforming employee improves his/her work quality and output.

When it comes to writing a poor performance warning letter, there are a few things you need to know:

There are no specific rules on how often a warning letter should be issued, or how many warnings an employee can receive at any one time. However, some employers use ‘stages,’ such as verbal warnings first, then written warnings. Others issue ‘levels’ of written warnings, such as a first written warning and then a final written warning. It’s up to you as the employer to decide which system works best for your business and employees.

The below sample letter discusses the issue, gives examples of poor performance, and outlines the consequences of continued poor performance.

Dear {Recipient Name},

Please be advised that your job performance has been unsatisfactory over the past 9 months. You have shown a lack of effort and commitment to your tasks, resulting in a decline in quality of work and work standards. Your conduct has fallen below our expectations and significantly affects the success of our team.

The following are examples of poor work performance:

You were late for work on {date} without any prior notice or reason.

Your report on {project name} was submitted two weeks after the deadline with no explanation, resulting in missed opportunities.

You failed to attend mandatory training courses on {dates}. This resulted in a lack of knowledge needed to complete your duties.

You have not been completing your tasks in a timely manner, which has caused other team members to take on extra workloads and responsibilities. This impacts productivity and efficiency levels for our team as a whole.

Your performance is unacceptable, as outlined above. Failure to meet our performance requirements, or other standards of conduct, may result in further disciplinary action up to and including termination of your employment.

Employee Warning Letter for Violation of Rules

Sample 1



The Director,

XYZ Company,


Sub: Warning letter for violation of rules.

Dear Mr. John,

This is with reference to your mobile conversation which you did on 12–12–2012 during office hours. As per the company rules and regulations we are not supposed to talk about any other business during office hours. As an employee of XYZ Company, you must adhere by these norms; it is a part of your job responsibility.

The company has been receiving many complaints from clients who were unable to contact you during your office hours as you are busy in talking on your mobile phone. The management has decided to issue a warning letter as this is not the first time you have violated company policy regarding cell phone usage at work. If you do not obey the basic rules and regulations then the management will be forced to take some strict action against you.

You are requested to abide by the company rules and regulations failing which would result in termination of employment contract with immediate effect.

Yours sincerely,


Sample 2

April 3, 2012

Mr. Victor Hugo

Marketing Manager

XYZ Corporation Limited

Dear Mr. Hugo,

This is to inform you that it has been observed that you have been violating company rules and regulations since the last few days. You were found to be using your mobile phone during working hours on March 30th and 31st by you supervisor and other senior members of your department. You were also seen discussing personal matters on those days which is against the rules of our organization.

You were also found to be talking loudly in the office premises on April 1st, 2nd, and 3rd which disturbed many employees and caused inconvenience to them. It is against the rules of our organization to talk loudly or create any kind of nuisance in the office premises.

In spite of being warned by your supervisor and senior members of your department on several occasions, you failed to pay heed to their words.

Hence, we are compelled to write this letter of warning for violation of company rules and regulations. We hope that you will not repeat such an act in future as this is a strict warning from our side. If we receive another complaint about your behavior or violation of company rules again, then further action will be taken.

Warning Letter Format for Misbehavior in Office

If an employee is caught misbehaving or doing something that goes against the company policies, the employee might be given a warning letter. This formal warning letter format includes space for the warning to be personalized with specific examples of the employee’s behaviour and how it broke the rules.

This is with reference to the discussion we had on DATE and the follow-up mail on DATE, regarding your unprofessional behavior at the workplace. In spite of repeated warnings and request from management, you have not taken any action and have failed to improve your performance at work. This has been noted by the management and they have decided to take stern action against you.

Your actions have caused a lot of inconvenience to the other employees who are trying their best to work in an environment which is cordial, friendly and respectful. Your conduct has been unsatisfactory, inappropriate and unprofessional. Hence, you will be issued a warning letter for employee misconduct and unprofessional behaviour, with immediate effect.

The company reserves the right to terminate your services if you do not mend your ways. We hope you change your attitude towards work, colleagues and superiors so that we can continue working together in a harmonious environment.

Sample Employee Warning Letter for Carelessness in Work

This is a sample letter which is a format for warning an employee for carelessness at work.

Dear [Employee Name]

This letter serves as a formal warning for your carelessness in work. This is the third time we are informing you about the poor performance at work. According to our records, you have been reported for failing to perform your duties on time.

You were asked to submit the final report before 5 PM, but you submitted it late. You were given detailed instructions and yet you chose to perform anyhow.

In case of further unprofessionalism, we will be forced to take strict action against you. If you have any questions regarding this issue, please contact me anytime within the next 30 days of receiving this letter.

Sample 2

Dear Mr. Shane,

It has been observed that you have been displaying a careless attitude towards your work lately. You have been frequently unable to complete the work assigned to you within the stipulated time period. This has put additional pressure on the other members of your team, who have had to bear the brunt of your carelessness.

Also since last 2 weeks it has been observed that you are coming late and leaving early from office which is a direct breach of our office timings policy. You have also failed to provide any satisfactory explanation for your behaviour in this regard. It is being warned that if such conduct continues, it will lead to termination of service with no further notice as per company rules and regulations.

Employee Warning Letter for Absenteeism

Warning letter to the employee who has been absent without informing the company:

Dear [Recipient Name],

This letter is to inform you that your absence from [Company Name] on [date] without notifying us is a breach of contract. As per our records, you were scheduled to work on that day and should have informed us in advance if you were unable to make it to work.

According to our records, this is the [number] time that you have been absent from work without notifying your supervisor or anyone else from the company. This is a serious matter and affects the overall productivity of the company. We have given you sufficient warnings about this in the past and it is time for us to take action against it.

We are issuing a written warning for your absenteeism as a result of your unannounced absence on [date]. If there are any other occurrences like this in future, we will be forced to suspend you until further notice.

Sample 2

Dear [name of employee] ,

We have met and discussed the difficulties of your continued patterns of absences. At that time you were instructed to immediately bring your attendance up to a level that is acceptable by our company’s standards. Although we have accepted your written explanation for the absence on [date] , we cannot continue to allow you to miss work as you have done in the past.

We must also inform you that your performance has been below our expectations and therefore must be improved. If there is any aspect of your job which is causing this situation, please advise us so that we may assist you in any way possible to improve your performance and attendance levels to satisfactory standards.

You are once again being asked to change your attendance habits immediately and take responsibility for performing your job duties according to the company’s standards and expectations. Failure to do so will result in further disciplinary action up to and including termination of employment.

Sample Employee Warning Letter for Negligence of Duty

Dear Mr. Jack

This is to bring to your notice that you have been warned for the negligence on your part. It has been observed that you have not been maintaining your daily work record and attendance log properly. This is unacceptable behavior and we do not tolerate such behaviors. We expect every employee to be punctual in their attendance and also maintain a proper log of the daily activities so that if required they can be brought up as evidence in case of any dispute.

There have been several instances where we have found you lacking in this regard. As a consequence, it has been decided that we will take strict action against you if there is any further mistake from your side.

This is the second time you are being warned regarding this issue. We hope that there will not be any further mistakes from your side and this issue will be rectified soon.

Our company believes in giving its employees an opportunity to correct their mistakes and improve themselves but if anyone fails to do so then strict actions are taken against them which might include termination from the job as well as legal action against them at times.

We hope that you understand the importance of following company rules and regulations and will follow them without fail.

Sample Employee Warning Letter for Late Coming


Mr.Ashok Kumar


Mr.Nitin Jain

HR Manager,

XYZ corporation pvt.ltd.

Subject: Warning letter for late coming and poor performance

Dear Ashok kumar,

It is intimated to you that your attendance has been noted in the register. It was found that you have been coming late to the office regularly and this is a serious issue which needs to be addressed immediately. As per the policy of our organization, no employee can be absent from work without prior approval or leave application and not even on Saturdays and Sundays. Being a part of XYZ corporation pvt ltd, it is your responsibility to follow all the rules and regulations of our organization strictly otherwise strict actions will be taken against you under the disciplinary rules of our company. There are many employees who are working in XYZ corporation pvt ltd from past many years who reach their office at 9 am sharp and perform their duties very honestly. You must learn from them how to manage time efficiently so that you can reach your office on time every day. Late comings create a negative impression about an employee in his colleagues’ mind which ultimately results in a bad reputation for that employee and the company. Please consider this as a strict warning. Failing to change will result in strict action.

Sample 2

Dear Mr. William,

It has been observed that you have been consistently late for the office since the last three months. The tolerable limit of late coming is 15 minutes however, you have not adhered to this rule and have been coming late by half an hour to one hour as per the security log book record.

This is a strict violation of company rules and code of conduct as well as against your employment contract. We are regretful to inform that if you do not abide by the rules and come on time, we will have no option but to terminate your employment with immediate effect.

This is a formal warning letter to you from the management. Please adhere to all rules and regulations of the company in future or else strict action will be taken against you.


Employee Warning Letter for Bad Attitude

If you feel that your employee’s attitude is unsatisfactory, use this sample employee warning letter for bad attitude as a template for your formal warning letter.

Your attitude has been noted by management. You have been making comments that are unbecoming of an employee which has resulted in complaints from staff and customers. This has been brought to your attention on more than one occasion. You have not made any changes to your attitude or behaviour towards other employees and/or customers.

You are now required to address this issue and make the necessary changes or you will be subject to disciplinary action which could lead to termination of employment due to misconduct.

If you require further information about this warning please contact me at [address] or by phone on [number].

Yours sincerely,

Sample Employee Warning Letter for Breach of Confidentiality

This document is a sample Employee warning letter for breach of confidentiality.

A confidentiality breach is likely to be the most serious matter that an employer will have to deal with in their employment relationship. However, employers should be careful with the way they deal with confidentiality breaches, including how they document and record the employee’s conduct, so as to minimise the risk of a successful claim by the employee for damages arising from defamation or other forms of unfair dismissal.

This sample employee warning letter is suitable for most breaches of confidentiality, but it may need to be modified depending on the specific situation.

Dear {Employee Name},

This letter is a written warning to you as a result of your breach of confidentiality in the workplace.

We take the protection and security of our information very seriously. We want to remind you that during your employment with us, you will have access to confidential information about our clients and our business. Our clients expect us to keep their information confidential and we rely on our employees to do so. As such, you are required to maintain absolute confidentiality of all information that is entrusted to you during the course of your employment with us

{If this is a first warning, include this paragraph:}

On {date}, I met with you regarding your recent breach of our company’s confidentiality policy when you disclosed a customer’s personal information without their permission. You acknowledged at that time that this was a violation of company policy and promised not to repeat this mistake again.

{If this is a second warning, include this paragraph:}

This is now the second time we have discussed your actions regarding the disclosure of private information and your repeated disregard for company confidentiality policies can no longer be tolerated or ignored.

Sample 2


(Employee name)

(Employee address)

Dear Mr/Ms (Name). I am writing to you because you have violated our company’s confidentiality policy.

On (date), I had a meeting with (name), and she informed me that you had shared the details of our meeting with the entire staff and that within minutes everyone knew about it.

This has caused her and other members of staff a great deal of distress. You know that disclosing company information without permission is a violation of our company’s rules, and this is your first warning. If you violate the policy again, you will be dismissed.

Sincerely, (name)

Employee Warning Letter for Rude Behavior

To: [Employee name]

From: [Sender name]

Subject: Warning for rude behavior

Date: [date]

This is a warning letter for inappropriate behaviour. You have been judged to have breached the following workplace policy/policies on [insert date]. Your behaviour was unacceptable and detrimental to your colleagues, other staff members and our customers.

You are hereby warned that if such incidents happen again, you will be subjected to disciplinary action, up to and including termination of employment!

Sample Warning Letter for Employee Being Disrespectful to Manager

Dear [Employee’s Name],

I’ve noticed a pattern in your behavior that needs to change. You’re not being respectful to me as your manager.

This has been going on for a while, and it’s not the first time I’ve had to point this out to you. I know that you have a lot of work on your plate, but the way you’ve been speaking to me and other coworkers is unacceptable.

It’s important that you change this behavior immediately. If you continue to be disrespectful to me or other employees, [action will be taken, up to and including termination].


Sample 2

Dear [name],

I am writing to you because you have been disrespecting the company and your manager. As stated in the employee handbook, this kind of conduct is unacceptable and may be subject to discipline, up to and including termination of employment.

You must immediately cease this behavior!

However, I want to give you a chance to explain yourself. Please set up an appointment with me or your manager so we can discuss this further. During that discussion, please be prepared to tell us the following:

What made you act this way?

How did you feel after acting that way?

What do you think is an appropriate way to handle such situations?

Sample Warning Letter for Employee Unprofessional Behavior

Here is a sample written warning letter for unprofessional behavior in the workplace.


Mr. David

Staff Department

Green Land Corporation

California, United States of America

Date: 3rd October 2013

Subject: Warning Letter for unprofessional behaviour

Dear Mr. David,

This letter is regarding your unprofessional behaviour with the clients and customers of our company. We have received many complaints from our clients that you have been using inappropriate language while talking to them. It is not a good sign for any employee of a company if he/she is using bad words and speaking in rude manner with the clients of the company, as it makes a company look bad and affects its reputation in the market. You are warned here to stop doing so or we will have to take stern action against you. You are requested to maintain professional attitude at work place from now on and treat our customers with courtesy. If you will do so again then we will have no option except terminating your services from this organisation permanently. We hope that you will not repeat this mistake again and will show some professionalism and maturity towards your duties in future.


Mark Henry

Sample Employee Warning Letter No call No show

Dear [employee’s name],

This is a formal warning for your absence on [date]. According to our records, you were scheduled to work that day and neither called in nor provided any explanation for your absence. This is a violation of our company policy and would not be tolerated under any circumstances.

Your employment as a [name of position] with [name of company] is contingent on your adherence to our policies. As such, if there is another instance of this incident in the future, we may have no choice but to terminate your employment.

Please let me know if you have any questions or concerns.

Sample 2

Dear [Name of Employee]

This letter is written to you in regards to your unauthorized absence from work, which occurred on when you did not report for work.

As per the Company policy, if an employee is unable to report for work then he/she needs to intimate the concerned person at least six hours before the start of his/her shift. However, in your case, it was observed that you did not inform anybody about your absence and also did not make any official request to remain absent on . This is considered as an act of misconduct and can lead to disciplinary action against you if such acts are repeated in future.

If you have any explanation regarding the above mentioned matter or have any proof or evidence to support your case, then please submit the same within two working days from the receipt of this letter. Otherwise, it will be assumed that you agree with all the points mentioned in this letter and all necessary actions as per the policy would be taken against you.

I would also like to remind you that if an employee has more than three consecutive absences without prior approval then it will lead to termination of his/her employment with the company.

Sample Employee Warning Letter for Non-Compliance

Non-compliance of company rules and regulations is a serious offence that can lead to termination of employment in many cases. An employee warning letter for non-compliance is written to warn the employee about his violation and to advise him to correct it.

Dear [Employee Name],

This is a formal warning letter to you for [reason for warning]. This letter serves as a reminder of [state company policy] and your negligence in following it. It is a serious offense and will lead to disciplinary action by the company if not corrected immediately.

You are currently on a [probationary/provisional period] and therefore, it is important that you adhere to all company policies. If you breach any more policies in the future, we will be forced to terminate your employment with us.

I hereby request you to change your behavior and comply with the company rules and regulations in future. I assure you that no such incident will be tolerated in future. I also remind you that your probation period will end on [date of ending probation].


It is understandable that an employer may need to send a warning letter to their employee but it does not mean that a generic letter is sufficient for all employees.

Each situation may not need a unique letter according to the offences committed by the employees.

Employers are encouraged to customize their warning letters if needed and this can help them address most violations that are committed by employees.

Hopefully, if you do use one of the templates that we’ve provided, you’ll find that it gets the job done easily. Take a look at them; they might just be what you’re looking for.

Please note that the above are templates and will require personalization. it is important to ensure that the template is appropriate for the particular employee, as well as the employer. We recommend consulting with a lawyer prior to drafting a contract or letter.

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