Free letter template · Word

Policy Violation Warning

A policy violation warning is issued when an employee breaches a specific written HR or company policy, such as travel, expense, leave, IT or dress policy. It identifies the policy and version, confirms the employee had acknowledged it, describes the breach and asks for a written explanation.

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[Company Logo][Company Name]

WARNING – VIOLATION OF COMPANY POLICY

Ref. No.:: [Reference Number]
Date:: [Date]
Policy:: [Policy Name], Version [Version], effective [DD/MM/YYYY]

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

Subject: Breach of [Policy Name]

Dear [Employee Name],

The [Policy Name] of [Company Name] was shared with you on [DD/MM/YYYY], and our records show that you acknowledged reading and understanding it on [DD/MM/YYYY] through [HRMS / signed copy / training module].

Clause [Clause Number] of the policy states: '[short quote of the relevant rule]'.

It has come to the notice of the management that on [DD/MM/YYYY] you [factual description of the breach]. This was identified through [audit / system report / manager review], a copy of which is enclosed.

This is a breach of the above policy. You are requested to:

Submit a written explanation within [Number] days of receipt of this letter
[Corrective action, e.g. resubmit the claim with correct supporting bills / remove unapproved software] by [DD/MM/YYYY]
Re-read the enclosed policy and contact [HR Name] if any clause is unclear

Your explanation will be considered before the matter is closed. Please note that repeated breaches of company policies may lead to further action in accordance with the company's standing orders and disciplinary policy.

Enclosures: Copy of [Policy Name]; [Supporting record]

For [Company Name]
[HR Name]
HR Department

Received by
[Employee Name]
Date: [Date]

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What this template includes

Policy name, version and effective date
Date the employee acknowledged the policy, from the onboarding or LMS record
Clause breached, quoted briefly
Facts of the breach and documents relied upon
Corrective action required, such as returning an excess claim
Written explanation window of [Number] days

When to use it

An expense claim did not follow the travel or reimbursement policy
An employee used personal devices or software against the IT policy
Leave, WFH or overtime rules were not followed
The breach is of a written policy rather than a general conduct issue

How to customise this template

1Pull the policy acknowledgement date from your HRMS or training records
2Quote only the relevant clause, not the whole policy
3Specify any corrective step and its deadline
4Attach a fresh copy of the policy for the employee's reference

HR tips

If the policy was never communicated, consider retraining instead of a warning
Check whether managers approved the action, which may change responsibility
Use a consistent approach for similar breaches across employees
Do not recover money from salary without written consent or legal basis

Ensure the policy was validly communicated and is consistent with your standing orders and applicable labour and wage laws. Treat this template as a starting point and consult a legal adviser where needed.

For HR & hiring managers

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Frequently asked questions

Can you warn an employee for violating a policy they did not read?+

It is fairer and safer to confirm the policy was communicated and acknowledged. If it was not, retrain the employee and record the acknowledgement before taking action for future breaches.

What is the difference between a policy violation and misconduct?+

A policy violation is a breach of a specific written company policy. It may or may not amount to misconduct under the standing orders, depending on its nature and seriousness.

Can a company recover a wrong expense claim from salary?+

Recovery from wages should be done only as permitted by applicable wage laws and with documentation, often with the employee's written consent. Seek advice before deducting.

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
Download .docx
[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
Download .docx
[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

Download .docx

[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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Form · Word
Verbal Warning Record
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Employee Name
Employee ID
Designation
Department
Work Location
Reporting Manager

Date of Conversation (DD/MM/YYYY)
Time
Place
Conducted by (Name and Designation)
Other person present, if any

[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
Download .docx

Policy Violation Warning

Preview of the letter

Subject: Breach of [Policy Name]

What this template includes

When to use it

How to customise this template

HR tips

Frequently asked questions

Subject: Warning for [Nature of Lapse]

Warning Letter Format

Subject: First Written Warning – [Nature of Issue]

First Warning Letter

Subject: Second Written Warning – Repetition of [Nature of Issue]

Second Warning Letter

Subject: Final Warning – [Nature of Issue]

Final Warning Letter

Subject: Written Warning – Confirmation of Meeting Held on [DD/MM/YYYY]

Concerns discussed

Written Warning Letter

1. Employee Details

2. Conversation Details

3. Issue Discussed

Verbal Warning Record

Subject: Warning Regarding Irregular Attendance and Late Reporting

Attendance Warning Letter

Subject: Written Warning for Repeated Late Arrival

Late Coming Warning Letter

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]

Policy Violation Warning

Preview of the letter

Subject: Breach of [Policy Name]

What this template includes

When to use it

How to customise this template

HR tips

Hire top talent from BetterJobs

Frequently asked questions

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