Warning Letter for Poor Performance — Free Template
A performance warning works best when it reads like a plan, not a punishment. It should describe exactly where the employee's work is falling short, what good performance looks like in measurable terms, what support you'll provide, and when you'll review progress together.
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October 15, 2026
[Employee's full name]
Re: Formal [Level of warning] about your job performance
Dear [Employee's full name],
This letter is a formal [Level of warning] regarding your job performance. 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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Measure the problem
Wherever you can, use numbers: error rates, deadlines missed, sales against target, customer complaints. Compare them with the job's expectations or the team's typical results. Measurable gaps are easier for the employee to understand and to fix than general criticism.
If the job doesn't lend itself to numbers, describe specific examples with dates — a report submitted late, a client call that went badly, a task done incorrectly — and say what should have happened instead.
Set goals and offer support
Write goals the employee can actually meet in the review period, and say how you'll measure them. Offer support where it makes sense: training, shadowing, clearer instructions, or more frequent check-ins.
A warning that offers no help can look like a step toward a decision you've already made. One that offers real support shows good faith, and it gives a struggling but willing employee a real chance to improve.
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 for poor performance
A filled-in sample with made-up details, so you can see the finished result.
Riverside Grill
October 5, 2026
Chris Morgan
Re: Formal written warning about your attendance and punctuality
Dear Chris Morgan,
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:
Over the past six weeks, 14 of your 52 ticket orders were sent to the kitchen with errors, compared with a team average of about 3 errors in the same period. Two of these errors led to guest complaints on September 19 and September 26.
This is not the first time this has been raised with you. We discussed order accuracy during your review on August 22 and again in person on September 12.
What we expect going forward:
Reduce order errors to no more than 4 in the next 30 days. Repeat each order back to the guest before sending it. Shift lead Anna Kim will shadow you for two dinner shifts next week to help.
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
Is a performance warning the same as a performance improvement plan?
They're closely related. A warning letter states the problem and expectations; a performance improvement plan, or PIP, is usually a more detailed document with goals, check-ins and a timeline. Many employers use a warning letter that includes a short improvement plan, as this template does.
How long should the review period be?
Long enough for real improvement to show — often 30, 60 or 90 days, depending on how quickly results can be measured. A very short period may look unfair; a very long one leaves the problem unresolved.
What if the employee improves and then slips back?
Acknowledge the improvement in writing at the review, and say that the expectations continue. If performance slips again, refer back to this warning in the next letter. Your handbook may say how long a warning stays active.
Can I give a performance warning to a new employee?
Yes, though many employers use the first weeks or months for coaching and clear feedback before a formal warning. If a new hire is struggling, a written warning with specific goals and extra support can still be fair, especially if your handbook describes an introductory period.
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.
FairLetter is not a law firm and does not provide legal advice. Letters are templates you customize and send yourself.