Free letter template · Word

Performance Warning Letter

A performance warning letter tells an employee in writing that their work is below the agreed standard, using measurable targets and actual results. It sets out the gap, the support the company will provide and the review period within which improvement is expected, and invites the employee's comments.

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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]

Your reporting manager, [Reporting Manager], shared feedback with you on these areas during reviews held on [DD/MM/YYYY] and [DD/MM/YYYY]. However, the required improvement has not yet been seen.

The company would like to support you in reaching the expected standard. During the review period from [DD/MM/YYYY] to [DD/MM/YYYY], the following will be provided:

[Training or product refresher]
Fortnightly review meetings with [Reporting Manager]
[Tools, data access or mentoring]

You are expected to achieve at least [Minimum Expected Standard] by the end of the review period. If you believe the targets or figures above do not reflect your work fairly, or there are factors affecting your performance, please share your written comments within [Number] days of receipt of this letter.

If performance does not improve to the expected level by the end of the review period, further steps may be taken in line with the company's performance management policy.

Regards,

For [Company Name]
[Reporting Manager]
[Designation]

Countersigned
[HR Name]
HR Department

Received by
[Employee Name]
Date: [Date]

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What this template includes

Targets versus actual results table for the review period
Reference to the KRA sheet or appraisal where targets were agreed
Feedback already given, with dates
Support: training, tools, mentoring or reduced distractions
Review period and review dates
Opportunity to comment or disagree in writing within [Number] days

When to use it

An employee has missed agreed KRAs or targets for consecutive review periods
Quality or accuracy metrics remain below the role standard despite feedback
Monthly one-to-ones have not produced improvement
You plan to start a performance improvement plan and need a formal record

How to customise this template

1Use the KRAs and numbers the employee had accepted, not new ones
2Fill actual results from your system reports for the same period
3List support the manager can actually deliver
4Link to a PIP document if you are starting one

HR tips

Performance shortfall is usually not misconduct; keep the tone developmental
Check if targets were realistic given territory, tools or market changes
Hold weekly or fortnightly check-ins during the review period
Close the warning formally in writing if the employee improves

Treat this as a sample. Align performance-related action with your appraisal policy, standing orders and applicable labour laws, and seek legal advice before any adverse step.

For HR & hiring managers

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Frequently asked questions

Is poor performance misconduct in India?+

Generally, poor performance is treated differently from misconduct, though wilful neglect of work may be misconduct under standing orders. Most companies address underperformance through feedback, a warning and a PIP.

How long should the performance review period be?+

Commonly 30 to 90 days, depending on the role and how quickly results can be measured. Sales roles may use a month or a quarter.

Can the employee disagree with a performance warning?+

Yes. The letter should invite written comments, and these should be considered and kept with the warning 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]
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.
Letter · Word
First Warning Letter
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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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Performance Warning Letter

Preview of the letter

Subject: Warning Regarding Work Performance

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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