What Is an Employee Warning Notice?
An employee warning notice is a write-up form that documents employee infractions. HR personnel or managers use it to record first-time or repeated offenses, whether minor or major.
Supervisors write this form to alert employees of mistakes and create an action plan. When used correctly, it realigns employees and encourages change. It also shows the employer tried to take action, which is helpful in labor disputes.
Our employee warning notice form explains an employee issue and the path to correction. Use it to enforce workplace rules and keep everyone on track.
When to Use an Employee Warning Notice
Situations that call for an employee warning letter include:
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Breaking policies such as dress codes, safety procedures, or cell phone rules
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Repeating errors without improvement
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Failing to complete tasks
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Refusing or ignoring instruction
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Lying to coworkers, supervisors, or customers
Review relevant laws such as the Fair Labor Standards Act (FLSA) or consult an employment attorney.
Why Use an Employee Warning Notice
Employee warning notices help managers keep workplaces fair and professional. They inform employees of workplace issues and establish clear expectations going forward. Leaders can also refer to them if a dispute, like discrimination, comes up later.
For employees, the notice explains what went wrong, what needs to change, and what happens next. This gives them a chance to improve—helping employers correct issues early and support a more productive team.
What to Include in an Employee Warning Notice
An effective warning notice requires collecting information about employee behavior and potential solutions. Gather and input the following information to create a formal document of behaviors:
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Date of the warning: Start with the date you write the notice.
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Sender information: Provide the company name and the sender’s name and job title.
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Employee information: Add the recipient’s name, address, and job title.
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Description of the event: Summarize the event, behaviors, or poor performance.
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Previous warnings: Note whether the employee has prior written or verbal warnings.
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Relevant company policy: Reference the employee handbook to identify the employee’s mistakes.
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Plans for correction: Explain the corrective process. Include any necessary employee counseling or training plans.
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Signature of acknowledgment: Both the manager and employee sign to acknowledge the problem and solution.
How to Write a Written Warning to an Employee
Understanding how to write an effective warning notice keeps records consistent. Gather evidence, discuss the issue, fill out the notice, and get an acknowledgment.
1. Gather Evidence of the Violation
Provide evidence of any policy violations or performance issues. If you have not experienced the problem firsthand, ask a witness for their account. For poor performance, provide examples of unfinished or subpar work. Make sure you have enough evidence to back up the grounds for a warning.
You can also consult HR for insight into the employee’s behaviors and company policies. Checking with HR professionals ensures you follow the correct procedures.
2. Have a Discussion with the Employee
Before sending the warning notice, try to discuss the employee’s performance with them. Approach the topic with gentleness and ensure they understand the reasons behind it. Sometimes, a verbal warning motivates the employee enough to improve on their own.
3. Fill Out a Warning Notice
Use the employee warning notice letter for cases that need more than a verbal warning. Complete each line of the form with information regarding the employee and situation. Legal Templates offers a warning notice template to create consistent employee files.
4. Schedule a Private Meeting
After completing the form, invite the recipient to a private meeting. Choose a quiet and remote location to deliver the warning. Try to suggest ways to improve and outline the consequences for non-compliance. Include performance goals or timelines to outline the expectations and avoid confusion.
5. Get Acknowledgment
Have the employee sign the form to acknowledge the information and confirm receipt. You can also email them a copy of the warning to get a delivery timestamp. This also allows them to keep it in their personal files and refer back as needed.
Employee Written Warning Sample
Below is a free sample of an employee warning notice. When you’re ready, complete your own to warn an employee and get them to correct their behavior. Download in PDF or Word format.
Following Up After an Employee Warning Notice
Follow up after an employee warning notice to provide more encouragement for improvement. Schedule a time to check in on their corrective plans. Consider an employee evaluation form to track their progress.
If the employee fails to improve, you may need to deliver another warning or escalate to an employee reprimand form. Serious or repetitive issues can lead to a demotion form or employee termination letter.
Take Control with an Employee Warning Notice
Providing a warning notice ensures employees understand and correct their behavior. Legal Templates’s written warning template includes clear, professional language and customizable elements. Using this template ensures correct documentation and keeps things running smoothly. Set your expectations and keep your team on track.
Frequently Asked Questions
How many warnings do you have to give before firing an employee?
There’s no legal standard for providing warnings before firing an employee. Many companies include guidelines for the maximum number of warnings in their policies. Typically, companies provide up to three warnings before employee termination.
Do I have to warn an employee before firing them?
In at-will employment agreements, you don’t have to warn an employee before firing them. Other types of employment contracts include guidelines for warning notices. Check with HR or company regulations to ensure proper termination processes.
What’s the difference between a warning and a termination of employment?
The difference between an employee warning letter and a termination of employment is the employee’s status. A termination means that the employee is let go and no longer works for the company. With a warning, the employee remains employed and works to correct the issue.
How serious is a written warning at work?
A written warning at work is more serious than a verbal warning but less serious than disciplinary action or termination. This form alerts the employee of their mistake and the method for corrections.
How long should an employee warning notice be?
An employee warning notice form should be approximately one page long. It should briefly describe the employee’s behavior and the solution. Provide enough details to explain the problem, but remain brief.
