Warning Letter to Employee — Free Letter of Warning Template
A written warning tells an employee exactly what the problem is, what needs to change and by when, and it creates a fair record if things don't improve. Answer the questions below and your letter of warning fills itself in as you type.
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October 15, 2026
[Employee's full name]
Re: Formal [Level of warning] about your [What the warning is about]
Dear [Employee's full name],
This letter is a formal [Level of warning] regarding your [What the warning is about]. Its purpose is to make the problem and our expectations clear and to give you the opportunity to correct it.
What happened:
[What happened]
What we expect going forward:
[What needs to change]
We will review your progress on [Date you'll review progress]. If the problem continues or is repeated, further disciplinary action may follow, up to and including termination of employment.
If you have questions, or if there is something affecting your work that you would like us to know about, please talk with me. You may also add your own written comments to this letter, which will be kept with it in your personnel file.
Sincerely,
[Your name (the person signing)]
[Your job title]
I acknowledge that I have received this letter. My signature does not mean that I agree with its contents.
Employee signature: ______________________________
Date: ______________________________
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Templates for your situation
Each version starts with the right wording for that situation already filled in.
What to do, step by step
Talk first, then write
Most problems should be raised in a conversation before a written warning. If you've already talked and nothing changed, a written warning is the natural next step.
Check your policy
Look at your employee handbook and any union agreement for the disciplinary steps you've committed to, and make sure you treat this employee the same way you've treated others in similar situations.
Fill in the letter
Answer the questions above. Describe specific incidents with dates, name the rule or expectation, and say exactly what the employee needs to do differently.
Set a fair review date
Give enough time to show improvement — often a few weeks to a few months, depending on the issue. Put the review date in your calendar so it actually happens.
Meet, sign and file
Go through the letter in a private meeting, invite the employee's response, ask them to sign to confirm receipt, and keep a copy in their personnel file.
What if the employee refuses to sign or the problem continues?
An employee doesn't have to agree with a warning, and some refuse to sign. That doesn't cancel the warning. Write employee declined to sign, with the date, and have a second manager who was present initial it.
If the employee raises a reason for the problem — a health issue, a caregiving crisis, a conflict with a coworker — take it seriously. It may call for a schedule change, leave or an accommodation rather than further discipline. Check your obligations before taking the next step.
If nothing improves by the review date, follow the next step in your policy, which may be a final written warning or termination. Keep documenting specific incidents so any later decision is consistent with the record.
Example warning letter to employee
A filled-in sample with made-up details, so you can see the finished result.
Riverside Grill
October 5, 2026
Jordan Hayes
Re: Formal written warning about your attendance and punctuality
Dear Jordan Hayes,
This letter is a formal written warning regarding your attendance and punctuality. Its purpose is to make the problem and our expectations clear and to give you the opportunity to correct it.
What happened:
You arrived late for your scheduled shift on September 6, 13, 20 and 27, by between 20 and 45 minutes each time, without calling ahead as our attendance policy requires.
This is not the first time this has been raised with you. We discussed your late arrivals in person on August 30 and September 14.
What we expect going forward:
Arrive on time for every scheduled shift. If you will be late or absent, call the shift manager at least two hours before your start time, as described in the employee handbook.
We will review your progress on November 5, 2026. If the problem continues or is repeated, further disciplinary action may follow, up to and including termination of employment.
If you have questions, or if there is something affecting your work that you would like us to know about, please talk with me. You may also add your own written comments to this letter, which will be kept with it in your personnel file.
Sincerely,
Rosa Delgado
General Manager
I acknowledge that I have received this letter. My signature does not mean that I agree with its contents.
Employee signature: ______________________________
Date: ______________________________
Frequently asked questions
What should a warning letter to an employee include?
The date, the employee's name, what the warning is about, specific incidents with dates, any earlier conversations, the rule or expectation that wasn't met, what needs to change, a review date, and what may happen if things don't improve. A signature line confirms the employee received it.
How many warnings before termination?
There's no single rule. Many employers use a sequence like a verbal warning, a written warning and a final written warning, but serious misconduct can justify skipping steps. Follow your own handbook consistently, because that's what an employee and any reviewer will compare you against.
Does the employee have to sign the warning letter?
No. Signing usually confirms receipt, not agreement. If the employee refuses, note that on the letter with the date and a witness's initials. The warning still stands and goes in the file.
Can an employee respond to a written warning?
Yes, and it's good practice to invite it. A written response kept with the warning shows the process was fair, and it sometimes reveals a problem you can solve, such as a scheduling conflict or unclear instructions.
How long does a written warning stay on file?
That depends on your company policy. Some employers treat warnings as active for six or twelve months, after which they no longer count toward further discipline, while keeping the record on file. Say what your policy is so the employee knows.
FairLetter is not a law firm and does not provide legal advice. Letters are templates you customize and send yourself.