Sample text in [brackets], replace with yours · HR & Office Templates
Warning Letter Template for Employees (Word & PDF)
A fair, factual written warning for attendance, conduct or performance issues, with an acknowledgement section.
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Free for personal and commercial use · No watermark · Updated October 2026
Guide
About this warning letter template
A written warning is a formal step in most disciplinary processes. To be fair, and to hold up if it is ever challenged, it should state the facts with dates, name the policy that was broken, say exactly what improvement is expected by when, and explain what happens if nothing changes. This letter does all of that and ends with an acknowledgement for the employee to sign.
How to write a warning letter
- 1
Click "Edit online", or download the Word file.
- 2
Choose first or final warning and state the issue in the subject line.
- 3
Write the facts: dates, what happened, and which policy it breaks. Stay factual and avoid opinions.
- 4
State the improvement expected, the review date and the support on offer.
- 5
Meet the employee, hand over the letter, ask them to sign the acknowledgement and keep a copy on file.
Tips for fair warnings
Talk first
A verbal conversation should usually come before a written warning, unless the misconduct is serious.
Facts, not feelings
"Arrived after 10:00 am on 3, 7 and 12 October" is fair; "you are always late" is not.
Follow your policy
Use the steps in your handbook or local labour law; skipping steps can make a later termination unfair.
Refusal to sign
If the employee won't sign, note "refused to sign" with the date and a witness signature.
