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Workplace Behaviour Warning

A workplace behaviour warning addresses how an employee treats colleagues, customers or visitors, for example shouting, abusive language, intimidation or repeated disrespect. It describes the specific behaviour and its effect on others, offers support such as counselling, and sets out the respectful conduct expected.

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[Company Logo][Company Name]

WARNING – WORKPLACE BEHAVIOUR

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

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

Subject: Warning Regarding Conduct towards Colleagues

Dear [Employee Name],

[Company Name] is committed to a workplace where every person is treated with dignity and respect. On [DD/MM/YYYY], HR received a concern regarding an incident on [DD/MM/YYYY] at [Place].

Based on the statements recorded from [Number] persons present and your own account given on [DD/MM/YYYY], it has been found that [factual description, e.g. during a discussion about shift allocation you raised your voice at a colleague and used language that was insulting]. The colleague concerned has stated that this caused distress, and the work of the section was interrupted for about [Duration].

Clause [Clause Number] of the company's [Code of Conduct / Standing Orders] requires all employees to behave courteously and refrain from abusive or threatening language or conduct at the workplace.

If you have anything further to add to your account, you may submit a written statement within [Number] days of receipt of this letter. The company also offers [counselling / a facilitated conversation / anger management coaching], which you may request through [HR Name].

You are expected to:

Communicate respectfully with colleagues, customers and visitors at all times
Raise disagreements calmly with your manager or HR
Refrain from any form of retaliation against anyone who raised or supported this concern

Any repetition of such behaviour may result in further action under the company's disciplinary procedure.

For [Company Name]
[HR Name]
[Designation]

Received by
[Employee Name]
Date: [Date]

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What this template includes

The specific behaviour and words used, as reported
Impact on the colleague, customer or team
Note that the complainant is protected from retaliation
Offer of counselling, coaching or mediation
Written explanation window of [Number] days
Clear statement of respectful behaviour expected

When to use it

A colleague has complained about shouting or abusive language
An employee was disrespectful to a customer or visitor
Team members report an intimidating or hostile manner
An argument at work escalated in front of others

How to customise this template

1Record words used only if they are needed to establish facts
2Add a mediation meeting if both parties agree
3If the behaviour is of a sexual nature, route it to the Internal Committee under the POSH Act instead
4Mention your employee assistance programme if you have one

HR tips

Hear both sides before issuing the warning
Do not name the complainant if not necessary for the employee to respond
Watch for retaliation after the letter is issued
Distinguish a one-off heated moment from a pattern of bullying

Complaints of sexual harassment must be handled by the Internal Committee under the POSH Act 2013, not through this letter. Review this template against your standing orders and seek legal advice where needed.

For HR & hiring managers

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Frequently asked questions

Can you give a warning letter for rude behaviour?+

Yes, if the behaviour breaches your conduct rules, after hearing the employee's version. Describe exactly what was said or done, and its effect, rather than calling the employee rude.

What if the behaviour complaint is about sexual harassment?+

It must be referred to the Internal Committee under the POSH Act 2013, which has its own inquiry procedure. Do not handle it as an ordinary behaviour warning.

Should the complainant be told about the warning?+

You can inform the complainant that action has been taken, while keeping details of the warning confidential to protect both parties.

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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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
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Workplace Behaviour Warning

Preview of the letter

Subject: Warning Regarding Conduct towards Colleagues

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]

Workplace Behaviour Warning

Preview of the letter

Subject: Warning Regarding Conduct towards Colleagues

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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