Your 101 Guide To Written Warnings (+Free Templates)
Some managers may avoid issuing written warnings for fear of damaging workplace relationships or sparking confrontations. But a carefully written warning issued at an appropriate time can be crucial for employee accountability.
To maintain a fair and transparent organizational culture, it’s important to understand when issuing an employee a written warning is appropriate. This is part of a fair employee warning notice process, which is vital to an equitable workplace. As an HR professional, you can develop a detailed written warning process. This should involve guiding management on how to write and when to issue employee warning letters and providing a written warning template managers can follow.
This guide unpacks best practices, detailed steps, and expert tips for confidently and professionally issuing and managing written warnings. It also includes warning letter samples and templates.
Contents
What is a written warning?
Who should give the written warning?
When to issue a written warning
How to write a written warning
Checklist: What to include in a written warning
5 written warning examples and sample letters
HR written warning dos and don’ts
Free written warning letter templates (Word doc)
HR best practices for giving a written warning
What is a written warning?
A written warning (also called an employee warning notice) is a formal document an employer issues to an employee to address a specific issue regarding the latter’s performance or behavior.
This warning formally communicates the seriousness of the situation to the employee to ensure they’re aware of the issues. It typically provides evidence or examples of the employee’s problematic behavior or performance issues. It also includes expectations and a timeline for improvement. Finally, it states the potential consequences of the employee not showing improvement within the given timeline.
A written warning also serves as a record for both the employer and employee, providing documentation that the employer has addressed the issue and the employee has acknowledged it. This can be crucial in situations that require further disciplinary action, to ensure the process is transparent and fair.
Who should give the written warning?
The responsibility for issuing a written warning can vary depending on organizational structure and the nature of the issue at hand. In cases of underperformance, tardiness, or absenteeism, an employee’s direct manager should speak with them privately about their concerns. They should also inform them that if their performance doesn’t improve by a certain date, HR will need to initiate the written warning process.
However, for more serious infractions, such as when the issue involves non-compliance with company policies and labor laws, the HR department may take a more active role. Many businesses take a collaborative approach, where managers and HR work together to address disciplinary issues fairly, thoroughly, effectively, and legally.
Provide reflective feedback
Organizations that include “reflective employee feedback” as part of their written warning process offer a good opportunity for HR and management to collaborate. Reflective feedback involves delivering the written warning, and then engaging the employee in a conversation where they can reflect on their behavior or performance issues.
During this conversation, HR can ask open-ended questions that encourage the employee to think critically about the underlying causes of their actions and propose their own solutions for improvement. This approach addresses the immediate issue and supports a culture of self-awareness and continuous improvement.
By incorporating reflective feedback, HR can help employees feel more supported and understood. They then share these insights with the employee’s manager to help them review the issues that led to the employee’s behavior and develop a more comprehensive solution.
HR tip
Frame written warnings constructively. Emphasize the employee’s potential for improvement and clearly outline the support available to them. This can help reduce defensiveness and encourage a more proactive response from the employee.
When to issue a written warning
Here are some instances that may warrant a formal written warning:
- Performance issues: Consistent failure to meet performance standards or achieve predetermined goals despite prior informal feedback from their manager.
- Behavioral problems: Unprofessional behavior, such as insubordination, disruptive conduct, or disrespect towards colleagues.
- Attendance issues: Frequent and unexcused/unapproved absences, habitual lateness, or leaving work early without the necessary approval.
- Policy violations: Breach of company policies, such as safety protocols, confidentiality agreements, and code of conduct.
- Non-compliance or inconsistent compliance: Failure to comply with legal or regulatory requirements pertinent to the employee’s role.
- Repeated minor infractions: Repeated minor offenses despite previous verbal/informal warnings.
- Serious infractions: Serious offenses, such as harassment, theft, or other actions that could harm the company or its employees.
How to write a written warning
1. Review company policy
Before drafting the letter, review the company’s disciplinary policies to determine if the issue warrants a written warning. Research previous similar incidents to help you consistently handle the current situation. This ensures fairness, uniformity in the disciplinary process, and compliance with company guidelines.
Do this:
Create a checklist of relevant company policies and past case references to ensure all possible disciplinary actions you may take align with organizational standards.
2. Identify the issue
Pinpoint the exact behavior or performance issue that warrants the written warning. Define the issue clearly and provide concrete, verifiable evidence or examples to support your claims. This may include documented instances of the employee’s behavior, performance metrics, or witness statements.
Do this:
Use a tracking system to log incidents as they occur, documenting all relevant information in real-time. This helps maintain a clear, detailed record of the issues in question.
3. Consult relevant parties
Discuss the issue with the employee’s direct manager and other relevant stakeholders, such as team leaders or HR colleagues. This helps you gather additional insights and ensures all relevant parties are on the same page. For more serious infractions, you may also have to consult legal advisors to identify potential legal implications.
Do this:
Set up a standard consultation protocol, including a checklist of stakeholders you need to consult for different infractions.
4. Draft the warning letter
Start with an introduction that states the letter’s purpose and references previous informal warnings. Next, clearly describe the employee’s behavior or performance issue, detailing its impact on the team or organization. Then, outline the expected changes and the consequences of a failure to improve. Finally, mention available support or resources to assist the employee in improving their behavior or performance.
Do this:
Use a written warning template that includes information applicable to all employees, and customize it to suit each situation. Maintain a professional and consistent tone throughout every letter.
5. Review and revise
Have another HR colleague or manager review the draft to help flag any ambiguities or inconsistencies and ensure the letter is clear, concise, and unbiased. Revise the draft accordingly before finalizing and issuing the letter.
Do this:
Implement a peer review system where HR team members review each other’s warning letters to ensure professionalism, objectivity, and adherence to company standards.
6. Schedule a meeting
Arrange a private meeting with the employee to discuss the warning letter and facilitate an open, honest discussion about the relevant issues and expectations.
Do this:
Use the company’s calendar system to book a quiet, private room for the meeting. Choose a date when the employee’s schedule is more flexible, so they can be fully present and attentive.
7. Deliver the warning
Present a hard copy of the letter to the employee during the meeting for their own record. Read it aloud if necessary to ensure clarity. Allow them to ask questions and offer their perspective.
Do this:
Prepare talking points for the meeting to ensure you cover key aspects and keep the discussion professional and objective.
8. Document the process
Record the meeting details (e.g., date, time, and key points discussed) to ensure a formal record of the process is created. Have the employee acknowledge receipt of the warning by signing the letter or a form of acknowledgment.
Do this:
Use a detailed standardized form to document disciplinary meetings. This form should include sections for date, time, names of participants, discussion points, and signatures.
9. Follow-up
Monitor the employee’s behavior or performance closely in the following weeks. Schedule regular check-ins to provide feedback and support. Document all follow-up actions and communications for future reference to track progress and ensure continuous improvement.
Do this:
Set regular calendar reminders for follow-up meetings and progress reviews for all involved parties.
10. Evaluate outcomes
Assess whether the employee has made the necessary improvements. If their behavior or performance has not improved, decide on further action following company policy. Make an informed decision based on documented follow-ups and employee performance.
Do this:
Develop a performance improvement plan (PIP) template that outlines specific goals, timelines, and measures of success for the employee. This will also guide the evaluation process effectively.
Checklist: What to include in a written warning
| What to include | Context |
|---|---|
| 1. Introduction | – The warning letter’s purpose – Any previous discussions or warnings related to the issue. |
2. Description of the issue | – Clear description of the specific behavior or performance problem – Concrete examples, including dates, times, and any other relevant details. |
3. Impact of the issue | – Explanation of how the issue affects the team, department, or company – Potential or actual consequences of the behavior or performance issue at hand. |
4. Expectations for improvement | – Clear outline of the expected behavior or performance changes – Specific, measurable goals or actions the employee must work towards. |
5. Timeline for improvement | – Specific timeframe within which the employee must show improvement – Follow-up dates for review meetings or progress assessments. |
6. Consequences of non-compliance | – Clearly stated consequences of the employee’s failure to improve – May include further disciplinary actions, up to and including termination. |
7. Support and resources | – Information on support, training, or resources available to help the employee improve – Contact information for HR or relevant support services. |
8. Employee acknowledgment | – A section for the employee to acknowledge receipt of the warning letter – The employee can either sign the letter itself or an acknowledgment form. |
9. Documentation and record-keeping | – A copy of the warning letter in the employee’s personnel file – Consistent record and filing of all related documentation. |
10. Contact information | – Contact details for the relevant HR representative or manager – Clear information on whom the employee can contact to answer their questions. |
5 written warning examples and sample letters
1. Written warning for insubordination
2. Written warning for absenteeism
3. Written warning for tardiness
4. Written warning for poor performance
5. Written warning for professional misconduct
HR written warning dos and don’ts
Be specific: Clearly describe the behavior or performance issue using relevant details and concrete examples.
Be vague: Avoid general statements and include as many relevant details as possible.
Follow company policy: Ensure the written warning aligns with the company’s disciplinary procedures.
Make assumptions: Focus on the facts and avoid speculating about the employee’s motivations.
Maintain professionalism: Use formal, respectful and unbiased language throughout the letter.
Use informal language: Maintain a formal tone and avoid casual language
Outline specific expectations: Clearly state the expected changes in behavior or performance.
Forget to reference previous warnings: Wherever applicable, mention any prior discussions or warnings.
Provide a timeline: Specify a clear timeframe for the employee to show improvement.
Include personal opinions: Stick to objective observations and avoid subjective comments.
Offer support: Mention any resources or assistance available to help the employee improve.
Ignore company policies: Ensure the written warning follows the company’s protocols
Document everything: Record the warning letter and all related communications.
Make threats: Clearly state the consequences of failure to improve but avoid using threatening language.
Allow employee feedback: Give the employee a chance to respond to the letter and discuss the issue.
Delay the warning: Issue the warning promptly after the employee’s manager reports the matter to you.
Consult legal advisors: For serious issues, ensure the letter complies with relevant legal standards.
Omit the employee’s signature: Ensure the employee acknowledges receipt of the warning with their signature.
Follow up: Schedule follow-up meetings to review the employee’s progress.
Overlook confidentiality: Handle the process discreetly and professionally.
Free written warning letter templates (Word doc)
We’ve developed free written warning templates to serve as a starting point for developing your own. Click the download button to get an instant download of the Word doc template. Remember to always customize the written warning letter based on the specifics as it relates to the employee. Also, always check with a legal team to ensure you adhere to your country’s legal and compliance regulations.
First written warning letter template
Final written warning letter template
HR best practices for giving a written warning
- Be clear and specific: When writing a warning letter, avoid vague statements. Clearly describe the behavior or performance issue using concrete examples. This ensures the employee fully understands the problem, the specific instances that led to the warning, and the steps they must take to improve.
- Follow company policy: Make sure the warning aligns with your company’s disciplinary procedures. Refer to the employee handbook or policy documents to help maintain consistency and fairness in the letter. Adhering to established policies also helps protect the company from potential legal issues and ensures a transparent disciplinary process.
- Maintain professionalism: Use formal, respectful language throughout the letter and in meetings with the employee. Separating personal feelings and biases helps maintain professionalism and allows for respectful and constructive dialogue with the employee.
- Provide documentation: To support the written warning, include all relevant documentation, such as dates and descriptions of incidents. Attach any previous written or verbal warnings concerning the issue to provide context and demonstrate that the employee is already aware of it. Proper documentation is essential to maintaining a clear record of the disciplinary process.
- Outline expectations: Clearly state the behavioral changes or performance improvements the company expects from the employee. Provide specific, measurable goals that are realistic and attainable. This gives the employee a clear path for improvement.
- Set a timeline: Specify a clear timeframe for the employee to show improvement, setting follow-up dates for review meetings or progress assessments. Establishing a detailed timeline ensures the employee and management have a shared understanding of when to expect improvements. This helps track progress and maintain accountability.
- Offer support: Mention any resources, training, or other assistance available to help the employee improve. Informing the employee on whom to contact for support demonstrates the company’s commitment to their success. Offering them support can significantly impact their ability to meet the outlined expectations.
- Document the process: Record the warning letter and all related communications, including meetings and follow-ups. Have the employee sign an acknowledgment of receipt to maintain a formal record of the warning. This ensures a clear trail of the actions taken, essential for legal protection and internal tracking.
- Be consistent: Ensure consistency in handling similar issues across the organization. Treat all employees fairly by following the same disciplinary processes for similar infractions. This helps maintain fairness and avoids perceptions of bias or favoritism.
- Allow employee feedback: Give the employee a chance to respond to the warning and discuss the issue. Listening to their perspective and considering any additional information they provide can offer valuable insights and better equip you to work towards a solution with the employee.
- Seek legal advice if necessary: For serious issues with potential legal implications, seek legal advice to ensure the written warning complies with labor laws and regulations. This can help mitigate risks and ensure the disciplinary process meets legal standards.
Key takeaways
Now that you have the tools and templates necessary to maintain a fair and transparent written warning process keep these takeaways top of mind:
- Clarity and documentation: Ensure written warnings are clear, specific, and well-documented. Provide concrete examples of the behavior or performance issues and outline the expectations for improvement and the consequences of failing to meet these expectations.
- Consistency and fairness: Adhere to company policies and consistently handle disciplinary actions. Involve relevant stakeholders, such as direct managers and HR professionals, to ensure the process is fair and legally compliant.
- Support and follow-up: Offer support and resources to help the employee improve, and schedule regular follow-ups to monitor progress. This approach addresses the immediate issue and encourages a positive, proactive response from the employee, fostering a culture of continuous improvement.
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