Employee Written Warning Samples & Templates: Customize and Download!
Creating an effective written warning template or letter can be a challenging task. Not only do warning letters need to communicate the issue at hand, they must do so in a manner that avoids overly negative reactions from employees.
Here, we’ve provided a written warning template and various samples you can use to create your own written warning letters. Download yours for free, available in Word and Google Docs formats.
Written Warning Template
This warning letter sample includes space for filling out common warning letter fields. Here, managers can fill out employee information, the reason for the warning, disciplinary actions, and more.
Download and fill out your employee warning letter template here. Available in Word and Google Docs.
Warning Letter for Attendance & Lateness
This sample warning letter can be followed when warning an employee about missing work or showing up late. It includes an example of a manager informing an employee of their repeated attendance and lateness violations.
View and download this sample warning letter here. Available in Word and Google Docs.
Tardiness Warning Letter
This tardiness warning letter sample can be followed when informing an employee of their failure to report to work on time. It includes an example of a supervisor informing their employee of their repeat tardiness and the consequences that may come with further violations.
Download this sample to easily create your own tardiness warning letter. Available in Word and Google Docs.
Final Written Warning
Here, you will find a final written warning template that can be referenced in the case of repeat employee violations. It informs the employee of what led to this warning and what disciplinary action will be taken if violations continue.
Download this sample and customize it to your needs. Available in Word and Google Docs.
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Try For FreeEverything You Need To Know About Employee Write Ups
What is a written warning?
Written warnings are formal letters that employers use to inform employees of workplace violations. Commonly, written warnings come after a verbal warning and before a standard write-up. They include a description of the violation, the actions an employee must take to correct the issue, and consequences that may arise if the problem is not corrected.
Written warnings are often delivered via email or printed letters. Once an employee has acknowledged and signed their warning notice, management can file them for future reference. The downsides of giving warnings this way are that they can get lost or delivered to the wrong email folder.
For more convenient warning letters, employers can use workforce management apps. These apps let employers communicate with workers in real-time, allowing them to provide warnings as incidents occur.
How to write a written warning?
How you choose to go about writing a warning letter will depend on a few factors. For instance, a warning letter about tardiness will look vastly different from one about workplace harassment or misconduct.
There are, however, a few main elements that should be included in a written warning letter. Including these can help you communicate what areas an employee needs to improve on and inform them of the consequences of their actions/behavior.
Your written warning should include:
Employee Information: The employees name, ID, job title, the manager they report to, and the date of warning.
Reason For Warning: Reasons can include but are not limited to: Tardiness, absenteeism, insubordination, poor work quality, time theft.
Description of Violation: A description of the violation(s) in as much detail as possible.
Previous Warnings: The number of times an employee has been warned for the same violation in the past.
Disciplinary Action: The consequence an employee will face. This can be a warning, suspension, or dismissal.
Plan For Improvement: A description of the steps an employee can follow to prevent violations from recurring.
Signatures: Employees should sign or respond to the written warning to ensure both parties have acknowledged the warning.
How to write a warning letter for poor attendance
Poor attendance by one employee can negatively impact many parts of an organization. It can lead to others overworking themselves to cover for the absent employee and decrease overall productivity. When warning employees about their poor attendance, it often helps to remind them that these issues can arise from their lack of presence at work.
Warning letters about attendance should also highlight specific examples of when an employee was absent. Managers often include the exact dates and times an employee was absent.
Lastly, a written warning for poor attendance should describe the consequences an employee may face if absenteeism continues. This can help employees better understand the seriousness of their behavior and encourage them to meet their obligations.
How many written warnings before termination?
In the U.S., all states except for Montana observe at-will employment relationships. This means that most employers are not required to provide any warnings before termination. Of course, however, employers cannot terminate employees for illegal reasons.
Although it’s not legally required in most states, employers should provide warnings before terminating employment for non-detrimental violations. Most companies observe a three-strike policy, meaning after the first formal warning, an employee will have two more chances before they are fired.
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