What is an Employee Warning Letter? 8 Tips to Draft it + Format and Templates

Employee discipline is a key aspect of maintaining a productive and professional work environment. When verbal communication and reminders fail to correct unacceptable behaviour, the next step for most organisations is to issue a warning letter. It serves as a formal document notifying the employee of their misconduct, underperformance, or violation of company policies. But creating a warning letter isn’t just about listing faults, it must be thoughtfully written to ensure fairness and legal compliance.

In this blog, we explore what a warning letter is, how to write one professionally, and provide a ready-to-use company warning letter format and samples to help HR professionals and managers handle disciplinary action with clarity and confidence.

What is a Warning Letter?

A warning letter is a formal communication issued by an employer to an employee, indicating that the employee has breached company policies or exhibited unacceptable behaviour. This document acts as an official reprimand and is typically part of a company’s disciplinary procedures.

The objective of a warning letter is to:

• Clearly communicate the issue to the employee
• Provide an opportunity for improvement
• Create a record for future reference in case of repeated behaviour or legal matters

A company warning letter is generally given after initial verbal warnings or counselling sessions fail to bring about the desired behavioural or performance change. It can address a variety of issues such as:

• Unauthorised absences
• Poor performance
• Misconduct or harassment
• Violation of company policies
• Repeated late coming
  

Unlike informal verbal feedback, a written warning carries legal weight and can be used as documentation in employee termination processes if necessary. It also protects the employer by proving that fair and due procedures were followed.

For instance, if an employee repeatedly ignores the company’s attendance policy even after reminders, a formal employee warning letter is issued, stating the incident, consequences, and expectations moving forward.

8 Tips to Draft an Employee Warning Letter

Writing an effective warning letter requires a careful balance between firmness and professionalism. Below are eight essential tips to help HR professionals and managers draft a strong yet fair letter:

1. Be Clear and Specific

Avoid vague statements. Mention the exact incident or behaviour that led to the warning. For example: “You were absent without prior approval on 10th and 11th June 2025.”

2. Maintain a Formal Tone

A warning letter is a formal document and must follow official language. It should not include emotional or subjective remarks.

3. State the Company Policy Violated

Reference the specific policy, rule, or clause from the employee handbook or code of conduct that was breached. This adds credibility and ensures legal compliance.

4. Include Dates and Details

Include the date of the incident(s), previous verbal warnings (if any), and the date the letter is issued. This helps in tracking the disciplinary process.

5. Specify the Consequences

Clearly explain the consequences of repeated misconduct or non-compliance, such as suspension, demotion, or termination.

6. Offer Room for Improvement

The letter should provide an opportunity for the employee to correct their actions. Include a performance improvement plan or mention a review period.

7. Be Respectful and Objective

Do not attack the employee personally. Focus on behaviour or performance and avoid accusatory language.

8. Get It Signed

Provide a space in the letter for the employee to acknowledge receiving it. This ensures they are aware of the content, even if they do not agree with it.

If you’re managing employee records or disciplinary actions, consider using an employee management system to streamline documentation and communication.

Warning Letter Format for Employee

Below is a standard format that can be used to issue a company warning letter to an employee. This format can be customized based on the issue at hand.

[Company Letterhead]

Date: [DD/MM/YYYY]
To: [Employee Name]
Designation: [Job Title]
Department: [Department Name]
Employee ID: [ID Number]

Subject: Warning Letter for [Reason – e.g., Unauthorised Absence]

Dear [Employee Name],

This letter serves as a formal warning for your [mention misconduct – e.g., repeated unauthorised absence] which occurred on [mention dates]. Your behavior has not improved in spite of prior verbal reminders.

Your actions are in direct violation of company policy as outlined in the Employee Handbook under Section [X].

We expect immediate improvement in your attendance and compliance with company policies. Such behavior could result in additional disciplinary action, up to and including termination of employment, if it persists.

You are hereby advised to treat this matter seriously and bring necessary changes in your conduct.

Please sign below to confirm that you have received this communication.

Sincerely,
[Manager’s Name]
[Designation]
[Contact Information]

Acknowledgement:
I, [Employee Name], have received and read this warning letter.
Signature: _______________ Date: _______________

5 Employee Warning Letter Examples and Samples

1. Warning Letter for Unauthorised Absence

Subject: Warning Letter for Unauthorised Absence

Date: 24th June 2025
To: Mr. Rohit Mehra
Designation: Sales Executive
Employee ID: QD1023

Dear Rohit,

This is to formally inform you that you were absent from work on 17th and 18th June 2025 without any prior intimation or official approval. This unauthorised absence is a violation of the company’s attendance and leave policy as outlined in Section 4.3 of the Employee Handbook.

Despite previous reminders, you failed to notify your reporting manager or the HR department in advance or provide valid justification upon your return.

You are hereby advised to treat this as a formal warning. Any further unauthorised absences may lead to stricter disciplinary action, including suspension or termination of employment.

We expect you to maintain proper attendance and communicate proactively in the future.

Please sign below to confirm that you have received this communication.

Sincerely,
Anita Sharma
HR Manager
Qandle Technologies Pvt. Ltd.

Acknowledgement:
I, Rohit Mehra, have read and understood the content of this warning letter.
Signature: ___________________ Date: _______________

2. Warning Letter for Poor Performance

Subject: Performance Warning Letter

Date: 24th June 2025
To: Ms. Priya Deshmukh
Designation: Content Writer
Employee ID: QD1098

Dear Priya,

This letter serves as a formal warning about the way you have been performing at work lately. Over the last three months, your content submission deadlines have frequently been missed, and the quality of deliverables has not met the expected standards.

Despite multiple feedback sessions held on 3rd April and 10th May, there has been no noticeable improvement. This performance is below the benchmarks stated in your KRAs.

We are placing you on a performance improvement plan (PIP) for a period of 30 days, during which your performance will be closely monitored. Failure to demonstrate significant improvement may lead to further disciplinary action, including a change in role or termination.

You are encouraged to seek guidance from your reporting manager during this period.

Sincerely,
Vikram Iyer
Senior Content Manager
Qandle Technologies Pvt. Ltd.

Acknowledgement:
I, Priya Deshmukh, acknowledge receipt of this warning and agree to cooperate with the PIP.
Signature: ___________________ Date: _______________

3. Warning Letter for Misconduct

Subject: Warning Letter for Misconduct

Date: 24th June 2025
To: Mr. Arjun Rathi
Designation: IT Support Engineer
Employee ID: QD1142

Dear Arjun,

It has come to our attention that during the IT team meeting held on 21st June 2025, your conduct was inappropriate. You used offensive language in a professional setting, which is unacceptable and violates the company’s Code of Conduct (Section 5.1).

In addition to being disruptive, such behavior lowers team morale. This letter serves as a formal warning, and a record of this incident has been placed in your personnel file.

You must always conduct yourself with professionalism. Any further misconduct of a similar nature will lead to more severe disciplinary action, including suspension or termination.

We urge you to consider this warning seriously and correct your behaviour immediately.

Sincerely,
Manish Sood
Head of IT
Qandle Technologies Pvt. Ltd.

Acknowledgement:
I, Arjun Rathi, have read and understood the warning issued.
Signature: ___________________ Date: _______________

4. Warning Letter for Repeated Late Coming

Subject: Warning Letter for Habitual Late Coming

Date: 24th June 2025
To: Ms. Neha Kapoor
Designation: HR Executive
Employee ID: QD1076

Dear Neha,

This letter is to formally address your repeated late arrivals at work. As per the attendance logs maintained in our attendance management system, you have reported late to the office on nine occasions between 1st and 20th June 2025.

You were counselled verbally on 10th June and reminded again on 15th June. However, there has been no change in your punctuality.

Punctuality is a basic expectation, and continual delay in reporting to work hampers departmental efficiency. You are advised to improve your attendance immediately. Further violations will lead to additional disciplinary actions, including loss of pay or formal escalation.

We trust you will treat this matter seriously.

Sincerely,
Ananya Bansal
HR Manager
Qandle Technologies Pvt. Ltd.

Acknowledgement:
I, Neha Kapoor, acknowledge receipt and understanding of this warning letter.
Signature: ___________________ Date: _______________

5. Final Warning Letter Before Termination

Subject: Final Warning – Non-compliance with Company Policies

Date: 24th June 2025
To: Mr. Karan Malhotra
Designation: Finance Associate
Employee ID: QD1154

Dear Karan,

This is your final written warning regarding your repeated non-compliance with company policies. Despite multiple verbal and written warnings, you continue to neglect critical deadlines, fail to respond to internal audits, and disregard team protocols.

You were previously warned through formal communication on 20th May 2025 and again on 5th June 2025. There has been no substantial improvement in your behaviour or work practices.

Please be informed that if any such incident recurs, it will result in immediate termination of your employment with Qandle Technologies Pvt. Ltd.

You are expected to take corrective action and adhere to all company policies with immediate effect.

Sincerely,
Ramesh Khurana
Chief Financial Officer
Qandle Technologies Pvt. Ltd.

Acknowledgement:
I, Karan Malhotra, have received this final warning letter and understand the consequences of further non-compliance.
Signature: ___________________ Date: _______________

Conclusion

A warning letter plays a critical role in maintaining workplace discipline while offering employees a fair opportunity to rectify their actions. By being precise, respectful, and policy-aligned, organisations can manage employee behaviour effectively and legally.

Whether it’s handling repeated absences, misconduct, or low performance, a well-crafted employee warning letter ensures transparency in the disciplinary process.To simplify your employee documentation and disciplinary workflows, explore Qandle’s comprehensive HRMS software designed for modern HR professionals.

The templates provided for poor performance, absenteeism, and inappropriate behavior serve as useful starting points for managers and employers to create their own warning letters. Remember to keep the letter objective, professional, and clear about the actions that the employee needs to take to improve their behavior or performance. The goal of a warning letter is not to punish the employee but to help them improve and become a valuable asset to the company.