When to give a written letter of warning to an employee
Warnings are often part of progressive discipline in the workplace. Your company may start with verbal warnings before issuing written warnings. A written warning signals that the issue has not yet been resolved, and formal documentation is now necessary. In some cases, a written warning may be paired with a performance improvement plan to give the employee specific goals and a timeline for resolving the issue.
Your company rules and policies may be documented in the employee handbook. This may include the disciplinary process, so employees know what to expect if a policy is violated. Issuing warnings consistently and in line with your company’s policy helps protect against claims of discrimination in the workplace.
Types of written warnings
The type of written warning your company issues depends on the nature of the problem. The most common types of written warnings include:
- Performance-based warning: This type of warning addresses problems related to an employee’s duties. You might give a warning in response to missed deadlines, failure to meet quality standards or low productivity. This type of warning often comes with a performance improvement plan.
- Attendance-based warning: This warning addresses issues such as repeated tardiness, leaving work early or not working scheduled shifts. Company attendance policies are typically outlined in the employee handbook.
- Conduct-based warning: This type of warning addresses inappropriate behavior or interpersonal conflicts with coworkers. You can also detail conduct expectations in your employee handbook.
- Safety-based warning: You may give this warning if an employee doesn’t follow safety protocols or procedures. Depending on the nature of the issue, this type of warning might require immediate action. This may include additional training, temporary reassignment or closer supervision.
How to deliver a written warning to an employee
A direct supervisor can deliver written warnings in a private, one-on-one meeting. This gives both people the opportunity to discuss the issue openly. It also ensures both parties understand the problem and how to resolve it. Depending on your company’s policy, a representative from Human Resources or another third party may also attend the meeting.
Before the meeting, carefully review the warning document. This helps you prepare to discuss each point clearly. During the meeting, remain calm and professional. Encourage the employee to ask questions and share their perspective. Close the meeting by reiterating the company’s commitment to supporting the employee. Then, outline what the employee needs to do to meet expectations.
What to include in an employee warning notice
Using a written warning template ensures every warning issued contains the same information. If further disciplinary action is necessary, having thorough documentation supports a fair and consistent process. Consider including these elements in your employee warning notice:
- Company name
- Warning number
- Name of employee and job title
- Name of supervisor
- Name of HR representative
- Date of issue
- Introductory statement
- Infractions incurred by the employee
- Consequences of failure to correct infractions
- Supervisor signature and date
- Employee acknowledgment statement
- Employee signature and date
Written warning template
[Company Name]
Warning [number]
Employee Name:
Job Title:
Supervisor Name:
HR Representative Name:
Date:
Dear [Employee Full Name],
Your manager has informed HR that the following actions are not in compliance with [Company Name] policies:
- Infraction 1: Explanation
- Infraction 2: Explanation (if applicable)
- Infraction 3: Explanation (if applicable)
You received a verbal warning on [Date].
Should this issue continue, the following consequences may be applied:
- [Consequence]
- [Consequence]
- [Consequence]
- [Consequence]
- [Consequence]
We value your contributions to [Company Name] and are committed to supporting you through this process. Please reach out to your supervisor or HR Representative with questions or concerns.
Supervisor Signature: (Supervisor name here) Date: (Date approved here)
Employee Acknowledgement: I hereby acknowledge that I have received this warning and understand the next steps outlined above.
Employee Signature: (Employee name here) Date: (Date read here)
How to follow up after issuing a written warning
After delivering a warning notice, meet with the employee to discuss the next steps. Listen to their concerns and emphasize your desire to help them resolve the issue. Send the employee a copy of the signed warning for their records. Store the original in their personnel file or in accordance with your company’s policy.
Schedule a follow-up meeting within a week or two after issuing the warning to check in on the employee’s progress. This lets them ask questions, and it lets you acknowledge any improvements they’ve made. Recognizing their progress can help them stay motivated.
In the following weeks, check in regularly. If the employee isn’t consistently meeting the goals you’ve set for them, consider whether additional support is needed. This might include additional training, adjusted deadlines or more frequent meetings with their supervisor.
If the employee’s performance or behavior doesn’t improve, refer to the disciplinary process outlined in your company’s employee handbook. Maintain clear documentation of any ongoing issues. This gives you a clear record to reference if you need to take further action.
