As all managers and HR professionals know, dealing with an employee issue is not easy. However, the alternative is also not easy. Letting employee conduct go without addressing it can adversely affect team spirit, decrease productivity, and create an uncomfortable organizational culture.
The intent behind a warning letter should not simply focus on punishment. Instead, it should concentrate on a holistic communication, where the employee is offered an opportunity to amend their behavior, and the company is offered a layer of protection.
In this case, this particular guide focuses on the purpose and procedure on how to go about drafting a warning letter.
You will also get to access 3 different ready to use letter templates depending on the level of misconduct.
Also see: Query Letter for Lateness To Work: Samples for HR and Response
Purpose of the Formal Warning Letter
Before you go ahead and draft a warning letter, it is imperative you understand the ‘why’ behind it.
- Creates a Formal Record: It captures the issue at hand, what is expected of the employee in regards to their behavior, and what will happen if they continue that behavior. This is necessary to have in order to create a paper trail.
- Ensures Fairness and Consistency: This will reduce the chances of bias accusations, as it allows every employee to be issued the same form of correction, should their behavior be the same.
- Protects the Company: If a former employee decides to sue over wrongful termination, having documented warning letters will reduce the liability you have to protect the company.
- Allows for a Chance for Correcting Behavior: Rather than punishing, the focus is to get the behavior to change. It specifically states the
Sample 1: Formal Written Warning (For Persistent Minor Issues)
Use Case: For issues like repeated tardiness, minor policy breaches, or unprofessional behavior after a verbal warning has failed.
[Company Letterhead]
Date: [Date]
To: [Employee’s Full Name]
From: [Manager’s Name/HR Department]
Subject: Formal Written Warning for Misconduct
Dear [Employee Name],
This letter serves as a formal written warning regarding [specific misconduct, e.g., “your repeated tardiness”].
As discussed in our previous conversation on [date of verbal warning], your conduct violates our company policy on [mention specific policy, e.g., attendance and punctuality]. Despite our discussion, the issue has continued, as evidenced on [list specific dates and instances].
We expect all employees to adhere to our workplace policies. Your immediate and sustained improvement is required.
Expected Correction: You are expected to [state the required change, e.g., “arrive on time for all scheduled shifts beginning immediately”]. Further incidents will result in more severe disciplinary action, up to and including termination of employment.
Please sign below to acknowledge you have received and understood this warning. This document will be placed in your confidential personnel file.
Sincerely,
[Manager’s Name/HR Rep Name]
[Title]
Acknowledgment by Employee:
I, [Employee Name], acknowledge that I have received and understood the contents of this warning letter.
(Signature)
(Date)
Sample 2: Final Written Warning (For Serious or Continued Misconduct)
Use Case: For more serious offenses or when a first written warning has been ignored. The tone is more severe.
[Company Letterhead]
Date: [Date]
To: [Employee’s Full Name]
From: [Manager’s Name/HR Department]
Subject: Final Written Warning
Dear [Employee Name],
This letter constitutes a final written warning regarding the ongoing issue of [specific misconduct, e.g., “insubordination and failure to follow direct instructions”].
This follows our previous written warning dated [date of first written warning]. Your continued failure to meet expected standards, specifically on [cite recent, concrete example], demonstrates a lack of improvement.
This behavior is a serious violation of [mention specific policy] and is unacceptable. You must understand that your employment is now in serious jeopardy.
Expected Correction: You are required to [state the required change in very clear terms, e.g., “follow all direct instructions from your supervisor without exception and demonstrate immediate and sustained compliance with all company policies”]. Any further misconduct will lead to immediate disciplinary action, which will likely result in the termination of your employment.
Please sign below to acknowledge receipt.
Sincerely,
[Manager’s Name/HR Rep Name]
[Title]
Acknowledgment by Employee:
I acknowledge receipt of this final written warning.
(Signature)
(Date)
Sample 3: Warning for Gross Misconduct
Use Case: For severe offenses that could warrant immediate termination, but where you have chosen to issue a final chance (e.g., harassment, safety violations, fighting).
[Company Letterhead]
Date: [Date]
To: [Employee’s Full Name]
From: Human Resources Department
Subject: Investigation Outcome & Final Warning for Gross Misconduct
Dear [Employee Name],
This letter confirms the outcome of the recent investigation into the incident on [date], concerning [state the specific gross misconduct, e.g., “a serious violation of our workplace safety protocols”].
Our investigation, which included [mention evidence, e.g., “review of security footage and witness statements”], found that you [state the finding objectively, e.g., “deliberately bypassed the safety guard on the machinery”].
This action constitutes gross misconduct as defined in the employee handbook and places yourself and others at serious risk. Such behavior normally warrants summary dismissal.
However, after careful consideration, we have decided to issue a final warning and a [state any other consequence, e.g., “three-day unpaid suspension”]. Your employment is now on the most serious possible footing.
Expected Correction: You are expected to strictly adhere to all company policies without exception. You must also [state any specific requirements, e.g., “re-take the workplace safety certification course”]. Any further policy violation, no matter how minor, will result in the immediate termination of your employment.
Your signature below confirms you have received this letter.
Sincerely,
[HR Manager’s Name]
HR Manager
Acknowledgment by Employee:
Received and Understood:
(Signature)
(Date)
Bonus Sample Warning Letter Template for Misconduct
You can adapt this warning letter template to fit your specific situation. Remember to be as specific and factual as possible.
[Company Letterhead]
[Date]
CONFIDENTIAL
To: [Employee’s Full Name]
From: [Your Name/Manager’s Name], [Your Title/Manager’s Title]
Re: Formal Warning Letter for Misconduct
Dear [Employee’s First Name],
This letter serves as a formal written warning regarding your recent misconduct and violation of company policy.
On [Date(s)], at approximately [Time(s)], it was reported that you [Provide a detailed, factual description of the misconduct]. This incident took place at [Location, if applicable].
This behavior is a direct violation of our company’s policy regarding [Name of specific policy, e.g., Code of Conduct, Respectful Workplace Policy], as outlined in section [Section Number] of the Employee Handbook. Specifically, the policy states: “[Quote the relevant part of the policy].”
We previously discussed similar behavior with you on [Date of verbal warning or previous discussion, if any]. Despite our previous conversation, the behavior has not been corrected.
We expect an immediate and sustained improvement in your conduct. Specifically, you must:
- [List specific, actionable expectations. For example: “Adhere strictly to the company’s Code of Conduct.”]
- [Example: “Refrain from using unprofessional language in the workplace.”]
- [Example: “Ensure all interactions with colleagues and clients are respectful.”]
Please be aware that failure to meet these expectations and correct your behavior immediately will result in further disciplinary action, up to and including termination of your employment.
We are confident that you can make the necessary improvements. If you have any questions or wish to discuss this matter further, please schedule a meeting with me or a representative from Human Resources.
Please sign and date below to acknowledge that you have received and understood this warning. A copy will be provided for your records, and the original will be placed in your employee file.
Sincerely,
[Your Name]
[Your Title]
____________________________________
I, [Employee’s Full Name], acknowledge that I have received a copy of this warning letter and that its contents have been explained to me. My signature does not necessarily indicate my agreement with its content.
Employee Signature: ______________________________
Date: ______________________________
Why Addressing Misconduct Promptly Matters
Accepting employee misconduct is a slippery slope that can lead to a plethora of issues. Damage to overall worker happiness and atmosphere can be seen followed by burnout and an increase to a negative workplace culture.
Without attention, small matters can snowball into serious issues with possible litigation outcomes.
Outlining company policy to split an employee from the company, though it may feel extreme, is a necessary move that shows the rest of the employees that the company is taking a stand to protect the employees remaining from unwanted distractions.
Such a move shows long term dedication to professional workplace behavior. This careful consideration, also helps to protect the company from legal ramifications about the matter.
What To Include In Warning Letter
Warning letters are designed to be serious in tone and in subject. To ensure your letter is effective, include the following essential components.
1. Facts of the case
Think of the simple things first. Draft the warning on a unit’s company letterhead, add the warning date, employee full name and title with position. Then, add your subject title to it. For such cases, the appropriate subject title can be `Formal Warning for Misconduct`.
2. What Happened in Detail
This section is the most important part of your letter. You must explain the misconduct in detail. Statements like \”bad attitude\” are vague and will not help anything. Instead, provide concrete examples with dates, times, and locations. For instance, instead of saying an employee was “unprofessional,” describe the specific action: “On November 20, 2025, at approximately 10:15 AM, you used inappropriate language during the team meeting, which violates our company’s code of conduct.”
3. Reference to Company Policy
Let’s say an employee has intermittent attendance issues. Connect the attendance issues directly to whatever attendance policy has been violated. Quote or reference directly the policy from your employee handbook. This just further drives home the point that the disciplinary action isn’t based on someone’s arbitrary feelings, but on actual standards.
Example:
“The intermitted attendance issues are in direct violation of Section 2.3 of the Employee Handbook, which states…”
4.Prior Warnings or Discussions
If prior attempts to discuss the matter have been made with the employee on the issues in question, reference that in the letter. Note the date and a summary of any verbal warnings or casual conversations. This demonstrates a pattern of behavior and clearly shows you’re trying to address the problems without getting to a formal warning.
5. Setting Goals for Progress
Your letter should include more than just punishment. It should be a means of correction. Specify the changes you are looking for as well as how you plan to measure those changes and how you plan to accomplish those changes. To illustrate, you might write, “We expect you to at all times communicate with all employees in a respectful and professional manner.”
6. Warning of Potential Other Misconduct
Be certain that the employee understands the importance of the situation. Describe what will happen if the employee continues to engage in misconduct or commits other violations of policy.
This could include further disciplinary action, up to and including termination of employment. This section protects the company by showing the employee was made aware of the potential outcomes.
7. A Space for Employee Acknowledgment
Include a section at the bottom for the employee to sign and date. Clarify that their signature does not necessarily mean they agree with the warning, but that they acknowledge they have received and understood the letter. Provide a copy for the employee and keep the signed original in their personnel file.
Final Thoughts on How to Write a Warning Letter to an Employee for Misconduct
Handling employee misconduct is a delicate task. Using a formal warning letter ensures the process is handled professionally, fairly, and legally. By clearly documenting the issue, outlining expectations, and stating the consequences, you create a clear path for employee improvement and protect your organization. Always consult with your Human Resources department or legal counsel to ensure your disciplinary procedures comply with local laws and company policies.