Free letter template · Word

Written Warning Letter

A written warning letter puts on paper a concern that was earlier raised orally, creating a formal record in the employee's file. It confirms what was discussed in the warning meeting, the facts relied on, the standard expected and the date by which the employee may reply or improvement will be reviewed.

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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

[Fact 1 – date, what happened, record relied upon]
[Fact 2 – date, what happened, record relied upon]

Your response in the meeting

You explained that [neutral summary of the employee's explanation]. The management has noted your explanation.

Expectations and review

In line with Clause [Clause Number] of the company's [Standing Orders / HR Policy], you are expected to [specific, measurable expectation]. Your progress will be reviewed on [Review Date] by [Reporting Manager].

If you feel any point above has been recorded inaccurately, or you wish to add to your explanation, you may submit a written reply within [Number] days of receipt of this letter, and it will be attached to this record.

Please note that this written warning will be kept in your personnel file. Failure to meet the above expectations may lead to further action under the company's policy.

Copy to: Personnel File; [Reporting Manager]

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

Acknowledged by
[Employee Name]
Date: [Date]

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What this template includes

Date and attendees of the warning meeting
Points the employee raised during the meeting, recorded fairly
Specific conduct or results that fall short
Measurable expectation and review date
Right to give a written reply within [Number] days
Copy distribution to personnel file and reporting manager

When to use it

A verbal warning was given and now needs to be confirmed in writing
A warning meeting has just been held and you need to record what was discussed
The employee asked for the concerns to be put in writing
You want a written record for an issue that may need follow-up

How to customise this template

1Fill the meeting details while they are fresh, ideally the same day
2Record the employee's points in neutral words, not your interpretation
3Set a review date that gives a fair time to improve
4Mark copies to only those who need to know

HR tips

Send the letter within one or two working days of the meeting
Keep the letter consistent with what was actually said in the meeting
Do not add new allegations that were not discussed
Invite the employee to correct anything recorded inaccurately

Treat this as a starting draft. Check it against your standing orders or HR policy and applicable labour laws and state rules, and seek legal advice for contested cases.

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Frequently asked questions

What is the difference between a verbal and a written warning?+

A verbal warning is given in conversation and usually only noted in the manager's records. A written warning is a formal letter placed on the personnel file and is counted in progressive discipline.

Should a written warning be given after a meeting?+

It is good practice. Holding a meeting first lets the employee explain, and the written warning then records the discussion and agreed expectations.

Can an employee appeal a written warning?+

If your HR policy provides an appeal, mention the process and the person to approach. Even without a formal appeal, the employee's written reply should be 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]
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]

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]

Written Warning Letter

Preview of the letter

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

Concerns discussed

Your response in the meeting

Expectations and review

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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