How to Write a Warning Letter: 14 Free Templates

Staff member letters of caution are critical instruments for hiring managers in communicating difficulties and documenting instances.

You may guarantee workers comprehend appropriate behavior and encourage workplace adherence by creating a successful statement. 

If you work in the field of human resources, understanding how to draft a successful infringement notice might be advantageous.

📝 Nevertheless, in the instance of a serious offense, it might be preferable to forego a verbal reprimand and instead issue a letter of caution. 

This creates a recorded document that may be preserved in the worker’s file, giving documentation of the occurrence and guaranteeing that the repercussions are clear. This article will equip you with the necessary components required to write a warning letter. 🛡️

What to Write in an Employee Warning Letter

Collecting all possible required facts and documents to back up your argument is critical when sending an official cautionary note to an individual.

This stage ensures that the worker’s behavior or productivity difficulties are appropriately reflected in the written communication.

Here are the points to mention in the letter. 👇

  • Mention the performance history of the employee and let them know where they are lacking. 📉
  • Provide evidence that can balance your claims and mention them to the employee. ⚖️
  • Give e deadline to the employee to resolve the issue. 😵
  • Mention what you are expecting from the employee. ❤️‍🩹

How to Write an Employee Warning Letter (Tips)

Here are some pointers on how to write an employee warning letter. 🎯

Communicate the policies clearly

The fundamental approach before writing a disciplinary warning is to properly communicate policies. By establishing company-wide codes of conduct, you enable employees to comprehend how to follow the rules and avoid breaching them. 

When guidelines are unclear, it is more probable that an employee will not realize they violated one. 📶

Follow a good structure for the letter

You may use word processors to organize your paper and make an expert violation notice. Consider selecting an appropriate typeface and font dimension, in addition to a single-inch margin and whitespace for easy reading. Insert the day of the week at the beginning, the person you’re contacting’s name, and your email address at the bottom. 🍀

Give relevant details

After formatting the text, you could add a quick welcome and explain why the note was sent to the team members. Provide all pertinent information to guarantee that the staff member knows what behaviors resulted in the reprimand. 

Provide all the details for each incident, for instance, if a worker was delayed or absent. Mention the precise rules that the employee broke, such as arriving later multiple times in the course of one quarter. 📜

Mention the disciplinary action

The type of punishment is determined by the regulations of your firm. You must notify every staff member of your decision. For instance, if they are suspended or lose their rights, it’s important to notify them via the form of a letter. 

You can additionally indicate what kind of punishment you intend to impose if the behavior persists. ❌

Provide solutions

You can provide remedies to the issue or what individuals can do to restore rights after explaining the punishments. For instance, a worker may be asked to show punctuality for some time before recovering rights. 

You could offer strategies to arrive on schedule or invite someone to come together with you to explore different possibilities for the issue. 😄

Ask for the employee’s signature

You might ask the team worker to physically sign the letter of caution as confirmation that they had access to it. If you intend to take more action in the years to come, you must record each step of the method and make certain everyone appreciates the conditions and violations. 

If you dismiss the employee’s job, this might serve to safeguard the offices of human resources. ✒️

Letter Template: 1

Warning Letter

(Mention your name)

(Your address)

(Your contact information)

(Date)

(Name of the Recipient)

(Address of the Recipient)

(Contact Information of the Recipient)

Sub: Letter of Warning for Failure of Following Instruction

Dear (Name of the Recipient),

We are writing this letter to warn you about your repeated failure to follow the instructions of our company (mention the name of the company). Your continuous failure to follow the instructions of our department of (mention details) has forced our company to fail to reach our desired target within the desired time.

Your bad performance has harmed the reputation of our department (mention the name of the department) many times. All the staffs of our company are very upset for this reason. Therefore we are going through this burden to warn you about this type of attitude of yours. Hope you will try to change your working attitude in the future.

We all hope for your better performance next time in this field. If you have anything to say about this matter, you can contact (mention the name of the contact person) within the working hours.

We all hope to see your betterment in the future to help the success of our company.

Thank you very much.

With regards,

(Hand-written Signature)

(Date)

(Notary or witness if required)

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Letter Template: 2

Non-Payment Warning Letter

(Mention your name)

(Your address)

(Your contact information)

(Date)

(Name of the Recipient)

(Address of the Recipient)

(Contact Information of the Recipient)

Sub: Warning for Non-Payment

Dear (Name of the Recipient),

This is an official warning letter to alert you about your non-payment of fees regarding the (mention details) our company (mention the name of the company). Your irresponsible attitude has forced our company to warn you many times verbally in the past, but you had turned a deaf ear to those pleadings.

Your non-payment has harmed the reputation of our department (mention the name of the department). All the staffs of our company are very upset for this reason. Therefore we are going through this burden to warn you about this type of poor conduct. We all hope for your better action next time in this field.

If you have anything to convey regarding this matter you can contact (mention the name of the contact person) in between the working hours. Hope we don’t have to warn you again in the future.

We wish you will not force us to take any drastic steps against you in the future.

Thank you very much.

With regards,

(Hand-written Signature)

(Date)

(Notary or witness if required)

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Letter Template: 3

Post Office Warning Letter

(Mention your name)

(Your address)

(Your contact information)

(Date)

(Name of the Recipient)

(Address of the Recipient)

(Contact Information of the Recipient)

Sub: Warning for Post Office

Dear (Name of the Recipient),

We are officially warning you about your poor service in the field of delivery service. For your poor service we were unable to receive our valuable items within desired time at the given address of our company (mention the name and details). Your bad performance has harmed the working process of our institution.

All the staffs of our company are very upset for this reason. Therefore we are going through this burden to warn you about this type of poor job. Hope you will try to change your working process and try your best to help us.

We all hope for your better performance next time in this field. If you have anything to convey regarding this matter, you can contact (mention the name of the contact person) in between working hours. We wish we don’t have warned you again.

We all hope to see your better performance to help our company.

Thank you very much.

With regards,

(Hand-written Signature)

(Date)

(Notary or witness if required)

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Letter Template: 4

Late Payment Warning Letter

(Mention your name)

(Your address)

(Your contact information)

(Date)

(Name of the Recipient)

(Address of the Recipient)

(Contact Information of the Recipient)

Sub: Warning for Late Payment

Dear (Name of the Recipient),

We are writing this letter to warn you officially on behalf of our institution (mention the name of the company/institution) that we are very sorry to let you know that you are unable to complete the payment in time, which has made us unable to proceed further with your request of (mention the details).

We hope you have read carefully the rules and regulations mentioned by us about the time period of completing the payment procedure. As a result of this, we are going through the pain of sending this letter to inform you that we cannot process your application and documents regarding (mention details) if you don’t complete the process within (mention date).

If you have any query about this problem you can contact the authority in charge (mention the name and designation of the contact person).Hope you will realize our problem and accept our decision.

We are willing to help you in the future to our ability.

Thank you very much.

With regards,

(Hand-written Signature)

(Date)

(Notary or witness if required)

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Letter Template: 5

Warning Letter for Bad Attitude

(Mention your name)

(Your address)

(Your contact information)

(Date)

(Name of the Recipient)

(Address of the Recipient)

(Contact Information of the Recipient)

Sub: Warning Letter for Bad Attitude

Dear (Name of the Recipient),

This is an official letter to warn you against your bad attitude towards your senior and co-workers at our company (mention the name and details of the company) premises on (mention the date of the incident). As per the rules and regulations of the company you have to show politeness and a good attitude towards your seniors as well as juniors. All the staffs of our company are our great strength.

Therefore we are going through this pain to alert you about this type of reproachable attitude in our company grounds which will affect our working environment in a bad way. Hope you will abide by the rules and regulations of the company and help us maintain a healthy working environment.

If you have anything to convey you can contact the H.R. manager (mention the name of the contact person) in between the working hours.

We wish that you will try your best to act like a good worker and will follow the rules and regulations of the company.

Hope to see your changed attitude.

Thank you very much.

With regards,

(Hand-written Signature)

(Date)

(Notary or witness if required)

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Letter Template: 6

Warning Letter for Attendance

[Mention the name of the sender]

[Mention the address]

[Mention the contact details]

[Mention the date]

To

The

[Mention the name of the recipient]

[Mention the address of the recipient]

[Mention the contact details of the recipient]

Subject- Warning letter for attendance

Dear [Name of Employee]

This letter is to let you know that despite getting a verbal warning from your manager, your work attendance has consistently been subpar. The records unequivocally demonstrate that you have been tardy/absent on [Mention the date] occasions without prior notification since.

Please be aware that your frequent absences will be noted in your performance reviews, and pay tax breaks may be implemented as a result. Your personnel file will also receive a copy of this letter. We will need to take additional disciplinary measures, which could lead to your termination from [Company name] if this attendance issue persists and there is no apparent effort on your part to improve.

For the following [Mention the date] months, we implore you to refrain from taking any additional leave days unless absolutely exceptional circumstances exist. Please give your supervisor early notice at least [Mention the date] days in advance if you really must take an extra leave day. Your supervisor has the authority to accept or reject this request.

We also want to let you know that [Company name] places a high priority on your health and welfare. Please do not hesitate to speak with your supervisor or a member of our human resource team if you are in need to discuss any current personal or professional issues. Together, we can look into potential solutions.

Sincerely,

Regards,

Thank you very much,

From

[Mention the name of the sender]

[Mention the address]

[Handwriting signature]

[Mention the contact details]

[Mention here, if there is any post note to be given]

Warning Letter for Attendance

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Letter Template: 7

Misconduct Warning Letter

[Name of the sender]

[Designation of the respective person]

To,

[Name of addressee]

[Designation of the addressee if required]

Subject: Warning for Misconduct

Respected madam/sir,

This letter is to inform [mention the name of the person] from [mention the name of the company or the organization]. I [mention your name] the [mention your designation] would like to inform you that It is a matter of serious concern for what you have done at your work. (Briefly describe the employee’s unacceptable action or behavior according to you in your own words).

We have also received many feedbacks regarding (mention other feedbacks received from your employees in the office according to you, if any). I want to bring it to your notice that I am issuing this letter as a warning for this misconduct that you have done.

I hope you will correct your habits, especially after getting this letter. If we receive any further complaints in this regard, the matter will be referred to higher authorities for necessary action, and you might get terminated from your job. So from now be careful and do your work properly.

I want to meet you in person, and I hope you will rectify these shortcomings and observe good conduct after this.

For further queries, you can reach me at [mention phone number] or through an email [mention email address].

Sincerely,

[Name of the sender]

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Letter Template: 8

Late Joining Warning Letter

(Your name)

(Your address)

(Your contact information)

(Date)

(Name of the Recipient)

(Address of the Recipient)

(Contact Information of the Recipient)

Sub: Letter of Warning for Late Joining After Vacation

Dear (Name of the Recipient),

 Please consider this letter as a written warning to you on behalf of our company (mention the name of the company) that we are very upset by your misconduct of late joining for (mention details) days after your long vacation of (mention details) days.

On the day of (mention the joining date) was your joining date, but you came to the office (mention details) days later, which was on the day of (mention the date).

We are sorry to say that this problem resulted in the late submission of our project, affecting the institution’s progress. We wanted a proper explanation from you for this negligence o yours, but you did not give any.

As a result of this we are going through this unavoidable circumstance of issuing this letter to warn you about your irresponsible approach towards our company.

If you have any question or say about this problem, you can contact the authority in charge (mention the name and designation of the contact person). Hope you will not force us to take any disciplinary action against you.

Hope to see your good conduct in future.

Thank you very much.

With regards,

(Hand-written Signature)

(Date)

(Notary or witness if required)

late joining warning letter

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Letter Template: 9

Integrity Issues Warning Letter

(Your name)

(Your address)

(Your contact information)

(Date)

(Name of the Recipient)

(Address of the Recipient)

(Contact Information of the Recipient)

Sub: Warning for Integrity Issues

Dear (Name of the Recipient),

 This official letter serves to warn you on behalf of our company (mention the name of the company) that we are very disheartened by your integrity problem (mention the details of the issue).

On the day of (mention the date of the incident), you showed this kind of disrespectful attitude towards your department and the company.

We are sorry to say that this problem has affected the department’s progress very badly. We also know that your manager has verbally warned you many times regarding this problem of your attitude, but you ignored their pleadings.

As a result of this, we are going through issuing this letter to warn you about your irresponsible approach towards our company.

If you have any questions about this problem, you can contact the authority in charge (mention the name and designation of the contact person). Hope you will not force us to take any disciplinary action against you and respect the company’s morals.

Thank you very much.

With regards,

(Hand-written Signature)

(Date)

(Notary or witness if required)

integrity issues warning letter

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Letter Template: 10

Warning Letter for Gambling

(Your name)

(Your address)

(Your contact information)

(Date)

(Name of the Recipient)

(Address of the Recipient)

(Contact Information of the Recipient)

Sub: Letter of warning for gambling

Dear (Name of the Recipient),

Consider this letter as a warning to you after we received the news or your gambling habit from the other employees of our company (mention the name and details of the company).

We also know that your manager has verbally warned you many times regarding your malpractice of gambling in the workplace for a long time during office hours. But we are very disappointed after getting this news of your violation of the company rules and regulations.

Therefore we are writing this warning letter to officially alert you about this misconduct of yours. All excuses are unacceptable for this kind of irresponsible attitude towards your duty, so you are being warned for the last time to change your attitude, otherwise, even a serious action like termination can be taken against you by the authority.

Therefore we hope you will try your best to abide by the rules of our company as one of our dutiful employees.

 If you have anything to convey you can contact (mention the name of the contact person) within office hours.

Hope you will try to obey our rules in the future.

Thank you very much.

With regards,

(Hand-written Signature)

(Date)

(Notary or witness if required)

warning letter for gambling

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Letter Template: 11

Food Waste Warning Letter

(Your name)

(Your address)

(Your contact information)

(Date)

(Name of the Recipient)

(Address of the Recipient)

(Contact Information of the Recipient)

Sub: Letter of Warning for Food Wastage

Dear (Name of the Recipient),

This letter is being written to warn you against your attitude of wasting away the foods of our company (mention the name of the company), and we are very shocked by hearing this. You don’t have any idea how many children fall asleep hungry every day. You don’t have the right to waste the precious food given to you.

We would like to warn you against this unethical and shameful behavior of yours during this crisis of our society (mention details). We would like you to know that this kind of practice is strictly prohibited as per the norms of being a good citizen. We want your responsible attitude and proper conduct for the improvement of our society as well as our country.

Therefore we are writing this letter to warn you officially on behalf of the company to change yourself. We hope that you will be able to change your attitude and we don’t have to take any serious steps against you.

 If you have anything to convey you can contact (mention the name of the contact person) within office hours.

Hope you will try to obey our rules in the future.

Thank you very much.

With regards,

(Hand-written Signature)

(Date)

(Notary or witness if required)

food wastage warning letter template

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Letter Template: 12

Warning Letter for Absconding Employee

(Your name)

(Your address)

(Your contact information)

(Date)

(Name of the Recipient)

(Address of the Recipient)

(Contact Information of the Recipient)

Sub: Letter of warning for absconding employee

Dear (Name of the Recipient),

Consider this letter as a warning letter to make you well aware that you did not give any valid for your long absence from your work as an employee of our company (mention the name of the company).

As you are an important employee of our department of (mention details), we are very shocked by this unauthorized absence.

We know that your co-workers tried to contact you numerous times, but they could not reach you.

Therefore we are forced to write you this letter to warn you against this serious non-cooperation. We hope you will not continue this and give us a proper answer regarding this problem.

We hope you will not force us to take any drastic action against you. If you have any queries about this letter, you can contact the authority in charge (mention the name and designation of the contact person). Hope you will realize the purpose of this letter and change your attitude.

Thank you very much.

With regards,

(Hand-written Signature)

(Date)

(Notary or witness if required)

warning letter for absconding employee

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Letter Template: 13

Slander Warning Letter

(Your name)

(Your address)

(Your contact information)

(Date)

(Name of the Recipient)

(Address of the Recipient)

(Contact Information of the Recipient)

Sub: Slander Warning Letter

Dear (Name of the Recipient),

This letter is being addressed to you to warn you on behalf of our institution (mention the name of the company/institution) for your continuous behavioral misconduct of using slandering and inappropriate language towards our other employees and members.

We have been warning you repeatedly for some time to change your verbal abuses, curses, and slandering language but you have turned a deaf ear to our requests and pleadings. Therefore we are receiving various requests and letters about your punishment.

This kind of attitude is unacceptable by the management. So, we hope that you will change your attitude and we don’t have to warn or punish you again in the future.

We are requesting you to contact our contact person (mention the name of the contact person) if you have anything to inform. We hope this time you will try your best to change your language and yourself. 

Hope to hear your changed language and good attitude towards our other members.

Thank you very much.

With regards,

(Hand-written Signature)

(Date)

(Notary or witness if required)

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Letter Template: 14

Debt Collection Warning Letter

(Your name)

(Your address)

(Your contact information)

(Date)

(Name of the Recipient)

(Address of the Recipient)

(Contact Information of the Recipient)

Sub: Debt Collection Warning Letter

Dear (Name of the Recipient),

We are forced to write this letter to warn you that we are very disappointed that you have not replied to our previous warning letters sent to you on (mention the date) regarding the matter of the overdue payments (mention details) for the previous (mention the details) days.

You are not able to complete the payments regarding our previous business (mention details) within the predicted time, and we cannot allow overdue amounts to remain unpaid for a long period of time.  We tried to warn you many times but you give it serious consideration. We always try to maintain strong relations with our patrons and clients, but we are unable to continue this with you.

Therefore we are very sorry to inform you that unless you pay the remaining amount within (mention the date) days, we will be forced to take legal action to recover the damage to our institution.

If you have anything to let us know related to this matter, you are requested to contact our contact person (mention the details and contact address) within the office hours.

Hope to get your answer very soon.

Thank you.

With regards,

(Hand-written Signature)

(Date)

(Notary or witness if required)

warning letter for debt collection

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