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First Warning Letter

A first warning letter is the opening formal step of progressive discipline, issued when an employee commits a lapse for the first time after any informal counselling. It records the issue, explains the rule involved and offers support, while making clear that repeated conduct will be escalated.

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[Company Logo][Company Name]

FIRST WARNING LETTER

Ref. No.:: [Reference Number]
Date:: [Date]
Warning Stage:: First Written Warning

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]

Subject: First Written Warning – [Nature of Issue]

Dear [Employee Name],

On [Date of Counselling], your reporting manager, [Reporting Manager], spoke to you informally about [Issue]. Despite that discussion, it has been noted that on [Date(s) of Recurrence] [factual description of what occurred, with supporting record such as attendance log, email or report].

This is not in line with Clause [Clause Number] of the company's [Standing Orders / HR Policy]. As this is the first written warning on this matter, the management wishes to help you correct it at the earliest.

To support you, the company will provide the following:

A review meeting with [Reporting Manager] on [Date]
[Training / guidance / resource being offered]
Access to HR at [HR Name] for any personal difficulty affecting your work

If there are circumstances we are not aware of, you may submit your written explanation within [Number] days of receipt of this letter. Your explanation will be considered and placed on record.

This warning will remain active on your file for [Validity Period] from the date of this letter. If the issue recurs during this period, the matter may be escalated to a second warning or other action under the company's policy.

We are confident that you will take the necessary steps to improve.

Regards,

For [Company Name]
[HR Name]
HR Department

Acknowledged by
[Employee Name]
Date: [Date]

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What this template includes

Clear label as a First Warning so the stage of discipline is obvious
Reference to any earlier verbal counselling with its date
Facts of the current lapse with dates and supporting records
Support offered, such as training, buddy guidance or a check-in meeting
Written explanation window of [Number] days
Validity period of the warning on the employee's record

When to use it

An employee's lapse is being put in writing for the very first time
Verbal counselling was given earlier but the issue has recurred
Your policy follows a first, second and final warning sequence
You want to correct behaviour early without damaging the working relationship

How to customise this template

1Mention the date of the previous verbal counselling, or delete that line if there was none
2List the support measures your team can realistically provide
3State how long the warning remains active, as per your HR policy
4Keep the tone encouraging; this is a corrective, not a punitive, letter

HR tips

Hold a short one-to-one meeting when handing over the first warning
Agree a follow-up date and actually hold the review
Do not mix unrelated old complaints into the first warning
Record the employee's explanation in the file even if it is verbal at first

Use this template as a starting point and check it against your standing orders, HR policy, applicable labour laws and state rules; seek legal advice where needed.

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Frequently asked questions

How is a first warning different from a final warning?+

A first warning is corrective and records the issue for the first time with support offered. A final warning is issued after earlier warnings and states that further lapses may lead to serious action such as termination after due process.

How long does a first warning stay on record?+

That depends on your HR policy. Many companies keep a first warning active for six to twelve months, after which it is no longer counted for escalation if there is no repetition.

Should the employee reply to a first warning letter?+

The employee should be given the opportunity to reply in writing within a stated number of days. Their explanation should be considered and kept on file.

All 50 warning, disciplinary & misconduct →

[Company Logo][Company Name]
WARNING LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Work Location]
Subject: Warning for [Nature of Lapse]
Dear [Employee Name],
This letter is issued with reference to the incident that took place on [Date of Incident] at [Place of Incident]. As per the report submitted by [Reporting Manager] and the records available with the HR department, it has been observed that [Brief, factual description of what happened, including time and persons present].
The above conduct is contrary to Clause [Clause Number] of the company's [Standing Orders / Code of Conduct / HR Policy], which requires every employee to [Summary of the expected conduct].
Letter · Word
Warning Letter Format
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[Company Logo][Company Name]
SECOND WARNING LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
Previous Warning:
Ref. [First Warning Reference] dated [DD/MM/YYYY]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Second Written Warning – Repetition of [Nature of Issue]
Dear [Employee Name],
You were issued a first written warning on [DD/MM/YYYY] regarding [Issue]. In your reply dated [DD/MM/YYYY], you stated that [one-line summary of reply], and you assured the management that the matter would not recur.
However, it has been recorded that on [Date of Incident] [factual description of the repeated lapse, with reference to attendance records, emails, CCTV or the manager's report], as reported by [Reporting Manager].
Letter · Word
Second Warning Letter
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[Company Logo][Company Name]

FINAL WARNING LETTER

Ref. No.:: [Reference Number]
Date:: [Date]
Mode of Delivery:: [By hand / Registered post / Official email]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Work Location]

Subject: Final Warning – [Nature of Issue]

Dear [Employee Name],

The management has, on the following occasions, brought to your notice concerns regarding [Issue] and given you the opportunity to explain and improve:

Stage	Reference No.	Date	Issue	Your Reply Received
Verbal counselling	[Reference Number]	[DD/MM/YYYY]	[Issue]	[Yes / No]
First written warning	[Reference Number]	[DD/MM/YYYY]	[Issue]	[Yes / No]
Second written warning	[Reference Number]	[DD/MM/YYYY]	[Issue]	[Yes / No]

Letter · Word

Final Warning Letter

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[Company Logo][Company Name]
WRITTEN WARNING
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Written Warning – Confirmation of Meeting Held on [DD/MM/YYYY]
Dear [Employee Name],
This letter confirms the discussion held on [DD/MM/YYYY] at [Place], attended by you, [Reporting Manager] and [HR Name]. The purpose of the meeting was to discuss [Issue], which had earlier been raised with you verbally on [DD/MM/YYYY].
Concerns discussed
Letter · Word
Written Warning Letter
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[Company Logo][Company Name]

ATTENDANCE WARNING LETTER

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Shift: [Shift Timing]

Subject: Warning Regarding Irregular Attendance and Late Reporting

Dear [Employee Name],

As per the company's attendance policy, your reporting time is [Start Time] with a grace period of [Number] minutes, and your scheduled departure time is [End Time]. A review of the attendance records for the period [DD/MM/YYYY] to [DD/MM/YYYY] shows the following:

Date	Scheduled In	Actual In	Scheduled Out	Actual Out	Approval on Record
[DD/MM/YYYY]	[Time]	[Time]	[Time]	[Time]	[Yes / No]
[DD/MM/YYYY]	[Time]	[Time]	[Time]	[Time]	[Yes / No]
[DD/MM/YYYY]	[Time]	[Time]	[Time]	[Time]	[Yes / No]
[DD/MM/YYYY]	[Time]	[Time]	[Time]	[Time]	[Yes / No]

Letter · Word

Attendance Warning Letter

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[Company Logo][Company Name]
WARNING LETTER – LATE ARRIVAL
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Written Warning for Repeated Late Arrival
Dear [Employee Name],
Our attendance records show that you reported to work after the scheduled start time of [HH:MM] on the dates below, during the period [DD/MM/YYYY] to [DD/MM/YYYY]:
Date Scheduled Time Actual In-Time Delay (mins)
[DD/MM/YYYY] [HH:MM] [HH:MM] [Mins]
[DD/MM/YYYY] [HH:MM] [HH:MM] [Mins]
[DD/MM/YYYY] [HH:MM] [HH:MM] [Mins]
[DD/MM/YYYY] [HH:MM] [HH:MM] [Mins]
Letter · Word
Late Coming Warning Letter
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Date	Scheduled Time	Actual In-Time	Delay (mins)
[DD/MM/YYYY]	[HH:MM]	[HH:MM]	[Mins]
[DD/MM/YYYY]	[HH:MM]	[HH:MM]	[Mins]
[DD/MM/YYYY]	[HH:MM]	[HH:MM]	[Mins]
[DD/MM/YYYY]	[HH:MM]	[HH:MM]	[Mins]

[Company Logo][Company Name]

ABSENTEEISM WARNING LETTER

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]

Subject: Concern Regarding Frequent Absence from Work

Dear [Employee Name],

The HR department has reviewed your leave and attendance records for the period [DD/MM/YYYY] to [DD/MM/YYYY]. The summary is given below:

Type of Absence	Number of Days	Dates	Intimation Given
Sick leave	[Number]	[Dates]	[Prior / Same day / None]
Casual leave	[Number]	[Dates]	[Prior / Same day / None]
Loss of pay	[Number]	[Dates]	[Prior / Same day / None]

Letter · Word

Absenteeism Warning Letter

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[Company Logo][Company Name]
PERFORMANCE WARNING LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Warning Regarding Work Performance
Dear [Employee Name],
Your Key Result Areas for the period [Period] were discussed and agreed with you on [DD/MM/YYYY]. A review of your performance for [Review Months] shows the following:
KRA / Metric Agreed Target Actual Achieved Gap
[KRA 1] [Target] [Actual] [Gap]
[KRA 2] [Target] [Actual] [Gap]
[KRA 3] [Target] [Actual] [Gap]
Letter · Word
Performance Warning Letter
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KRA / Metric	Agreed Target	Actual Achieved	Gap
[KRA 1]	[Target]	[Actual]	[Gap]
[KRA 2]	[Target]	[Actual]	[Gap]
[KRA 3]	[Target]	[Actual]	[Gap]

First Warning Letter

Preview of the letter

Subject: First Written Warning – [Nature of Issue]

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

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