Warning Letter Template -Format, Sample & Example in PDF & Word (2024)

December 4, 2020 No comments Warning Letter

We all must know how to write a Warning Letterat various institutions. You should be very precise and clear. In this article, we will provide you some formats and samples for such types of formal letters.

Format of Warning Letter

The format of a letter of warning is as follows:






Name and Designation

How to write a warning letter?

  1. Be brief, precise, and to the point.
  2. Use simple and direct language.
  3. Use a proper format or layout.
  4. Use only professional language.

Sample Writing Letter Template with Examples

Nowadays, a printed or hand-written letter is used only in professional communications. Some of the sample letters mentioned below can help you give a warning to the concerned person. By writing a letter in a proper format, you can quickly get your problem solved.

Warning Letter To Employee For Poor Performance & Gossiping

Ruth S Coyle,
1813 Wilkinson Court
North Naples

Date: 6 June 2020

2561 Clifford Street

Subject: Warning Letter

Dear Mary,

I am writing this letter as your performance and attitude towards your work was being monitored by the management team of our company. It has been observed by our team that your performance in the tasks given by the company officials was not up to the mark.

We have already given you several warnings from time to time to improve your performance and concentration towards your work. But sadly, we are not able to notice any kind of improvement in your attitude towards your work.

We will have to take some serious action against you if you do not improve your performance in the coming days. You are therefore advised to work with complete sincerity and passion.


Ruth S Coyle

Warning Letter To The Tenant For Smoking / Cleanliness / Violations

Nicolas C Wilson,
517 Hall Street
Las Vegas

Date: 1st June 2020

Penny R Hart
1479 Oak Lane

Subject: Letter for Warning

Dear Penny,

In the past few weeks, I have been continuously receiving complaints from the neighborhood regarding your habit of shouting and throwing garbage in front of houses of other people. It was already made clear to you that this kind of behavior will not be allowed in my house.

Please consider it as a final warning, otherwise, you will have to find another place to stay.

Yours sincerely,

Nicolas C Wilson

Employee Bad Attitude Warning Letter

Denise V Fulk,
3495 Bryan Avenue

Date: 10th June 2020

Lora E Flowers
1708 Marshville Road
West Nyack

Subject: Warning Letter

Dear Lora,

I am writing this letter to you because your recent behavior has been brought to my attention by other staff of the office. Your actions and behavior are very shameful, especially with your women colleagues. This is going to be your last warning regarding your behavior. I hope to look forward to seeing a positive change in you.

Yours sincerely

Denise V Fulk

Sexual Harassment Warning Letter

James M Anderson,
1013 Finwood Road
Red Bank

Date: 14th June 2020

Philip A Williamson
2290 Maryland Avenue
Feather Sound

Subject: Warning Letter

Dear Philip,

I am writing this warning letter to you in response to your violation of the company's sexual harassment rules and regulations. We have already stated in our manual that sexual harassment is strictly prohibited and will not be tolerated at any cost.

We will have to take some serious action against you if you do not improve your behavior in the coming days.

Yours sincerely

James M Anderson

Landlord Warning Letter To a Tenant

Wendy K Curd,
4850 Roguski Road

Date: 16 June 2020

Michael G Gomez
3521 Leroy Lane

Subject: Warning Letter

Dear Michael,

I am writing this warning letter to remind you that you have not paid the rent for my house for the last four months. I have always supported you and your family in the time of difficulties. But, if you are not able to pay my rent then you will have to vacate my house.

Please consider it as a final warning, otherwise, you will have to move to another place that you can afford.

Yours sincerely

Wendy K Curd

Sample Warning Letter for Absenteeism

Ken P Mills,
4224 Owagner Lane
Mercer Island

Date: 18 June 2020

Johnny L Rivera
4013 Wyatt Street
Boynton Beach

Subject: Warning Letter

Dear Johnny,

I am writing this letter as you are not following the attendance rules of our company. As stated earlier also, your attendance is an essential part of your success. Therefore, it is critical that you come to work as scheduled and at the proper time.

Yours sincerely

Ken P Mills

Warning Letter From Santa

From the desk of Santa Claus

Date: 6 June 2020

Dear John,

Hi Buddy, your friend Elf has reported some bad behavior to me and I am afraid that you are going to be on the top of the list of naughty students. He has also reported that you are not obeying your mom, dad, and other elders as well. There is still enough time for you to obey your mom and dad and come back on the list of good students.

Santa Claus

FDA Warning Letter

Jagat Singh,
19009 New Avenue
Sliver Colony

Date: 21st Aug. 2020

Mr. Rajiv Bhatia
XYZ Laboratories Limited
Delhi, India

Subject: Warning Letter

Dear Mr. Bhatia,

The Food and Drug Administration (FDA) inspected your drug manufacturing XYZ Laboratories Limited located at Silver Colony, Delhi.

During the investigation, our inspector noticed some deviations. They are:

Failure to ensure all the production deviations are evaluated and the following conclusions are made:

Your company has failed to follow the written procedures. Your response to our procedures is inadequate. You also did not review all the production records. Conduct a risk analysis to predict the quality effects of any such identified failures.

Failure of your unit to adequately perform some annual product reviews:

We also reviewed your annual product reviews and observed a lot of deficiencies. Your response to this inspection was also inadequate. You did not explain how your resource planning will help you to prevent errors in the future.

In your response to this letter we want you to conduct a review of all APR for the past three years. You also need to provide a tabular summary of your review.


Jagat Singh, PhD
Compliance Officer

No Show No Call Warning Letter

Hugh H Reis,
841 New Street

Date: 20 June 2020

Anna D McCoy
3655 Lakeland Park Drive

Subject: Letter to Warn

Dear Anna,

This letter is written concerning your absence from work Friday from last week. My office staff has been trying to reach you for the past 5 days. All your contact numbers that we have in the company’s records are switched off.

As you know, you have a project deadline that has to be met by the end of this month. Many other people are also working on this project, and just like their input is essential, so is yours.

Please contact us within 24 hours after receiving this letter, if you will fail then we may have to cancel your employment with us.

Yours sincerely

Hugh H Reis

Sample Warning Letter To Employee for Harassment

Royal S Garcia,
2754 Brown Avenue

Date: 21st June 2020

Rickey D Bailey
329 Atha Drive
Los Angeles

Subject: Warning Letter

Dear Rickey,

You are being issued a warning letter from the company as you have violated our company's harassment rules and regulations. We have already stated in our manual that any kind of harassment is strictly prohibited and will not be tolerated.

In the future, you are advised to follow our rules as stated in our manual. Any kind of intolerable activity from your side will lead to your dismissal.

It is important that you understand this and ensure a safe and hostile free environment.

Future violations of the company’s policy will result in termination of your job.

Yours sincerely

Royal S Garcia

Warning Letter to Employee for Excessive Absence

Douglas M Wright,
808 Little Acres Lane

Date: 26 June 2020

Clinton A Spino
1910 Maple Street

Subject: Warning Letter

Dear Clinton,

I am writing this warning letter as you are not following the attendance policy of the company.

As stated your attendance is an essential part of your success. Therefore, it is important that you report to work as scheduled by the company. It is also important to understand that regular absence is not acceptable to the company’s policy.

Yours sincerely

Douglas M Wright

Sample Warning Letter to Employee for Late Attendance

Curtis K Leon,
2365 Lewis Street

Date: 10 June 2020

William S Ward
3722 Hillcrest Drive

Subject: Warning Letter

Dear William,

It has been noticed that you have been late for your job without even receiving any prior permission from your supervisor or any senior. If this habit continues without any prior permission you will be marked as irresponsible.

So you are therefore warned not to continue this type of behavior in the future. Kindly treat this as an urgent matter.

Yours sincerely

Curtis K Leon

Sample Warning Letter to Employee for Tardiness

Tony M Medley,
2633 Beechwood Drive

Date: 1st June 2020

Javier D Meyer
810 Abner Road
Green Bay

Subject: Warning Letter

Dear Javier,

You are being issued a written warning letter for not complying with our policy of attendance and discipline.

Therefore, it is important that you come to work at the proper time. It is expected that you will show some improvement in your behavior and become more responsible.

Yours sincerely

Tony M Medley

Warning Letter For The Negligence of Duty

Kathryn D Hudson,
867 Hidden Valley Road

Date: 29 June 2020

Peter M Johnson
1948 Glen Street

Subject: Warning Letter

Dear Peter,

It has been noticed from the last few weeks that your work is not satisfactory and cannot be accepted. You have been neglecting your duties regularly. You have fallen behind on many projects and tasks from your colleagues.

You are required to improve your performance and productivity. A re-evaluation of your performance will be conducted after two weeks. We hope to see some improvements in your work.

Yours sincerely

Kathryn D Hudson

Warning Letter to Employee for Unacceptable Behavior

Jacqueline R Stewart,
1422 Armory Road

Date: 3rd June 2020

Timothy D Fuller
4281 Seneca Drive

Subject: Warning Letter

Dear Timothy,

I am writing this letter to you as it has been recently brought to the notice of the management staff of the company that you have behaved very badly on several occasions with the other staff of the office. Please consider this letter as a warning for the same.

Even after many warnings, you have not shown any improvement in your behavior and attitude.

We expect you to rectify the problems caused due to your bad behavior. This might lead to your dismissal from the company.

Yours sincerely

Jacqueline R Stewart

Warning Letter to Employee for Misconduct

Johnny J Gonzales,
3580 Harry Place

Date: 29th June 2020

Elizabeth T Hanco*ck
1542 Bloomfield Way

Subject: Warning Letter

Dear Elizabeth,

This letter is being issued to you as a warning letter. It has been noticed that you have misbehaved with the other staff members. You have also been careless towards some specific duties that were assigned to you.

The management staff of the company wants you to put in writing the reasons for your inappropriate behavior. If you are again reported for this type of behavior, then further strict actions would be taken by the company officials.

Yours sincerely

Johnny J Gonzales

Warning Letter for Misbehaving

Ernest K Vollmer,
1813 Wilkinson Court
North Naples

Date: 12th June 2020

Sarah R Owens
578 Stanton Hollow Road

Subject: Warning letter for misbehaving

Dear Sarah,

I am writing this letter to bring to your attention that there have been getting many complaints regarding your overall behavior in office.

You can consider this as the last warning from my side. Any other complaint would lead to your dismissal.

Yours sincerely

Ernest K Vollmer

Warning Letter Template in PDF and Word Format

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Warning Letter Template -Format, Sample & Example in PDF & Word (2024)


How do I write a written warning letter? ›

State why you are writing to the employee. State how long you'll place the warning on their file, and if you intend to disregard it after a certain amount of time. Detail the nature of the offence, incident, or behaviour. Note how you expect the employee to improve (you may add a timescale of expected improvement).

How do you write a good warning? ›

Here are the 10 guidelines for drafting a written warning.
  1. Document verbal warnings first. Track all verbal warnings and disciplinary measures in writing at the time they are given. ...
  2. Determine tone. ...
  3. Consult with manager. ...
  4. Formalities. ...
  5. State company policy. ...
  6. Describe what happened. ...
  7. State expectations. ...
  8. Outline consequences.

How do you write a first warning? ›

The first written warning at work
  1. Establish the facts of the case.
  2. Tell the employee about the problem in writing.
  3. Invite them to a meeting (hearing) in writing.
  4. Hold the meeting to discuss the problem.
  5. Give evidence that you have collected.
  6. Allow them to explain their misconduct or performance.

Why is it necessary to create and retain a written record of an oral warning? ›

Why Written Records? If the company fails to substantiate a verbal warning with a written record, the warning is reduced to an an unverifiable comment with little legal force. A written record of employee behavior or performance, however, always has legal significance.

How do you write a first and final warning letter? ›

What should a formal written warning include?
  1. Specify details of the areas where your employee is underperforming and always provide examples.
  2. Reference the number of the warning letter.
  3. Create an action plan and communicate dates that you plan to check-in with your employee.

How do you write a first and final warning? ›

  1. Step 1: Identify the problem and consider your options. Clearly identify the performance or conduct issue. ...
  2. Step 2: Meet with the employee. Meeting with the employee is important for: ...
  3. Step 3: Create your letter of final warning. ...
  4. Step 4: Provide the final warning letter to the employee.

What are examples of warnings? ›

  • She gave me a warning about the difficulties of the job.
  • There were storm warnings [=warnings that a storm was approaching] issued for the area.
  • She issued a stern warning against making changes too quickly.
  • Let that be a warning to you.

What is a good sentence for warning? ›

Examples of warning in a Sentence

Noun She gave me a warning about the difficulties of the job. She issued a stern warning against making changes too quickly. Let that be a warning to you.

How do you issue a formal warning? ›

In order to issue any type of warning, you need to invite the person to a formal meeting, usually badged as a disciplinary hearing. Although there is no legal notification of specific timescales, it is good practice to offer at least a couple of days notice so that the person can prepare their side of the story.

How do I give a warning in English? ›

When we want to say something to warn someone about an immediate danger, we can use phrases like careful, be careful, watch out, look out, mind: Be careful! That chair is broken! Watch out!

How long is a first written warning? ›

The amount of time a warning will stay on file therefore depends on the severity of the action. Typically, a warning may last on file for 6 months. A final written warning may remain on file for 12 months. In extreme cases you may have a warning that stays on file for an indefinite period.

How do you write a formal verbal warning? ›

Verbal warning procedure
  1. Establish the facts. Before any disciplinary action is taken, the employer must establish the facts of the case. ...
  2. Inform the employee of the findings. ...
  3. Hold a disciplinary hearing.
23 Sept 2022

How do you write a warning for poor performance? ›

[On [date], I issued you with a second / third / final written warning for poor performance.] In my letter of [date] inviting you to a meeting and at our meeting on [date of most recent meeting], I explained to you that your performance had not improved to a satisfactory level.

What is a formal verbal warning? ›

A verbal warning is a disciplinary measure where an employer speaks to an employee about an issue involving their behavior, conduct, or job performance. It is usually the very first step of the disciplinary process.

How do I issue a warning letter to my staff? ›

How do you write a warning letter to an employee?
  1. Identify the problem. ...
  2. Meet with the employee and clarify the issue.
  3. Create your warning letter and include all the performance issues you've considered.
  4. Give the employee the warning notice and make sure you receive a signature to confirm receipt.

Can I get a final written warning without a first written warning? ›

Can you go straight to a final written warning? An employer may be justified in going straight to a final written warning, without a verbal or first written warning, if the matter complained of is sufficiently serious. This could be, for example, a serious misconduct or performance issue.

Do you need 3 written warnings? ›

While employers don't legally need to give employees three warnings before dismissing them, it is important to give employees a chance to fix any performance or conduct issues. Therefore, giving employees at least one warning in writing before ending their employment is a good idea.

What is a warning word? ›

ominous, admonition, advice, alarm, alert, caution, example, guidance, hint, indication, information, lesson, notification, prediction, recommendation, sign, signal, suggestion, threat, word.

What word means give a warning? ›

warn. verbgive notice of possible occurrence. acquaint. address. admonish.

What type of word is warning? ›

What type of word is warning? As detailed above, 'warning' can be a noun, an interjection or a verb. Noun usage: The boss gave him a warning that he would be fired if he did not desist from his behaviour.

What are the 9 warning signs? ›

The 9 COSHH Hazard Symbols (Meanings And What They Look Like)
  • Explosives. Flammable. Oxidising.
  • Gases under pressure. Corrosive. Toxic.
  • Health hazards. Serious health hazards. Dangerous for the environment.
27 Mar 2019

What makes a powerful warning? ›

To be effective, warnings must: 1) reach their target audience; 2) capture the attention of recipients at the right time; 3) cause recipients to understand the risk, believe that the warning relates to them, and understand the actions they need to take; and 4) lead the recipients to respond appropriately.

What are 5 good sentences? ›

Good sentence example
  • It felt so good to be home. 1047. ...
  • You have a good family. 669. ...
  • She is such a good seamstress. 631. ...
  • It was a good thing they were going home tomorrow. ...
  • It was all just good clean fun. ...
  • It meant a good deal to him to secure a home like this. ...
  • It would do no good to ask him why. ...
  • He had done one good deed.

What is a good sentence sentence? ›

A good sentence is a complete sentence.

This element of sentence structure can stand on its own, expressing an idea without the need for additional information. For example: “Parents worry about their children.” This sentence is complete, and conveys a clear idea.

What is a good sentence for means? ›

Means sentence example. He means, we're in no rush. If it means that much to you, there is a way.

How many warnings can you give an employee? ›

How many written warnings can you receive before getting fired? This depends on the employer. Typically, an employer will give you three warnings before they fire you. But, again, the employer may fire you after one warning or without any warning at all.

What comes after a first written warning? ›

Generally, any further act of misconduct within that time would then result in a final written warning. Once a first written warning has lapsed then it will not generally affect any future misconduct, which should be considered for disciplinary purposes in isolation from the original act of misconduct.

Do written warnings expire? ›

Expired Warnings

The period of validity in terms of all types of warnings, verbal and written, is normally stipulated on the warning. These time periods should not be taken for granted, even though mostly predetermined in a workplace policy, it will give you a sense of the seriousness of the misconduct.

What are examples of poor performance? ›

This may include: Poor standards of work, e.g. frequent mistakes, not following a job through, unable to cope with instructions given. Inability to cope with a reasonable volume of work to a satisfactory standard. Attitude to work, e.g. poor interpersonal skills, lack of commitment and drive.

What is an informal written warning? ›

Informal warning

If the misconduct or performance issue was found to be small and not serious, the employer might just have an informal talk with the employee.

What are the 3 types of warnings a company usually gives an employee? ›

This warning is typically issued as part of a method of progressive discipline where an employee first receives a verbal warning at work, then a written warning, and finally disciplinary action.

Can a written warning be given without a hearing? ›

The procedure provides that before an employer issues a warning (written warning or final written warning) to an employee, the employer must meet with the employee concerned (see paragraphs 5.2 and 6.2). The purpose of this meeting is for the employer to hear the employee before the employer issues the written warning.

Do you have to give a verbal warning before a written warning? ›

Do you have to give a verbal warning first? If your disciplinary policy states so, you can issue a written warning before verbal one. But generally, verbal warnings are the first step in a disciplinary procedure; and a written warning comes during or after.

How long should a first written warning last? ›

How long a disciplinary will be held against you depends on what the sanction is. For example, a first written warning could last six months, but a final one could last twelve months.

How do you write a warning letter for unprofessional behavior? ›

An employee warning letter can include:
  1. The employee's name, job title, and employee number.
  2. The supervisor's name, the name of the company, and the name of the human resource manager.
  3. Details of the violation.
  4. Involved or affected parties.
  5. The behavior guidelines that the person was not able to follow.

How do you issue warnings? ›

Here are some steps you can take to issue a verbal warning easily and appropriately:
  1. Take the employee into a private room. ...
  2. State the issue clearly. ...
  3. Discuss the changes they should make. ...
  4. Provide a timeframe for correction. ...
  5. State consequences. ...
  6. Provide support for change.

What is a formal warning? ›

A written warning is a formal warning that the employer can give the employee at the end of the disciplinary procedure. A first or final written warning should say: what the misconduct or performance issue is. the changes needed, with a timescale. what could happen if the changes are not made.

What is a serious written warning? ›

A Serious Written Warning will either be the prescribed penalty for more serious deviations from rules and/or misconduct at first instance or it will follow a written warning owing to the application of progressive discipline as recommended in the disciplinary code.

How do you professionally tell someone they are being unprofessional? ›

Here are some tips for handling this conversation with ease.
  1. Put Aside Any Negative Feelings. ...
  2. Don't Assume Bad Intent. ...
  3. Address It Early (and Privately) ...
  4. Reflect on the Person's History. ...
  5. Consider Your Own Role. ...
  6. Ask Thoughtful Questions. ...
  7. Give Examples (But Avoid Being Accusatory) ...
  8. Keep an Eye on Their Progress.
19 Jun 2020

What do you say when giving an employee a written warning? ›

Share this Insight
  1. the date of the warning;
  2. the name of the employee;
  3. the name and position of the person issuing the discipline;
  4. the level/type of discipline (e.g., written warning or written warning with three-day suspension);
  5. a detailed description of the misconduct or incident, including the date of occurrence;
26 Dec 2018

How do I write a letter to my boss about unfair treatment? ›

A few tips you could use when drafting an Employee complaint letter include:
  1. Identify exactly the kind of workplace harassment that took place.
  2. Write down the details about the harassment.
  3. Introduce yourself and your purpose.
  4. Present the facts of the harassment.
  5. Explain in great detail how you responded.
21 Oct 2019

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