Warning Letter to Employee: Format and 12 Samples

This letter is a first written warning about your late arrival at work. Our attendance records show that you reached office after the reporting time on number of days days between start date and end date. Your manager spoke to you about this on date of discussion, but there has been no improvement.

Regular late coming affects team meetings and puts extra work on your colleagues. Office timings are part of the terms you accepted when you joined.

You are expected to report on time from tomorrow. If you face a genuine problem, such as a change in your commute, please discuss it with your manager. If the late coming continues, the company may take further action as per its attendance policy.

Please sign a copy of this letter to acknowledge that you have received it.

On incident date, during the team meeting, you raised your voice at a colleague and used language that was insulting and inappropriate. Two other team members have confirmed what happened, and we have also heard your side of the matter.

Such behaviour goes against the company's code of conduct, which asks every employee to treat colleagues and customers with respect. Disagreements at work must be discussed calmly or taken to your manager.

Through this letter, you are formally warned. We expect you to maintain professional conduct at all times. A copy of this warning will be placed in your personnel file. Any repeat of such behaviour may lead to stricter disciplinary action under company policy.

If you would like support, such as a meeting with HR to resolve the issue with your colleague, please let us know.

You were absent from work from start date to end date without applying for leave or informing your reporting manager. Our attempts to reach you by phone during this period were not successful.

Unplanned absence disrupts work schedules and leaves your team unable to plan. The leave policy requires every employee to apply in advance, or to inform the manager on the same day in case of an emergency.

These days will be treated as leave without pay unless you provide a valid reason with proof within three working days. Please treat this letter as a formal warning. Further unauthorised absence may result in strict action as per company rules.

Over the last number of months months, your work has not met the standards expected in your role. You completed number of the number assigned tasks on time, and several reports had errors that had to be corrected by others. We discussed this in your review meetings on first review date and second review date.

To help you improve, we are setting the following goals for the next 60 days: submit all reports by the agreed deadline, check every report against the checklist before sending, and meet your manager every Friday to review progress.

The company will support you with training where needed. If there is no clear improvement by the end of this period, further action may be taken as per company policy.

You received a verbal warning on verbal warning date and a written warning on written warning date for reason. Despite these, the same issue was repeated on incident date.

This is your final warning. The management has reviewed your record and has decided to give you one more chance to correct your conduct. We have taken into account your years of service while making this decision.

Any further instance of this kind, or any other serious breach of company rules, may lead to termination of your employment as per your appointment terms and company policy, without further warning.

Please acknowledge receipt by signing the attached copy and returning it to HR by reply date.

It has come to the notice of the management that on incident date you describe the incident briefly. If true, this is a breach of the company's code of conduct.

You are hereby asked to show cause, in writing, why disciplinary action should not be taken against you for this conduct. Your written explanation must reach the undersigned within number of days days from the date of this letter.

If no reply is received by then, the management will assume you have nothing to say in your defence and will decide the matter on the basis of the facts available. You may attach any document or statement that supports your explanation.

The client invoice sent on invoice date carried the wrong amount, and the client has raised a complaint with our accounts team. As you prepared and sent this invoice, we would like to understand what went wrong.

Please give a written explanation by reply date covering how the error happened, whether any other invoices may be affected, and what steps you suggest to prevent it in future.

This letter is not a warning. It is part of our process to find the cause before we close the client's complaint.

This is with reference to your letter dated letter date about the wrong amount in the invoice sent to Organisation Name. I accept that the mistake was mine.

While preparing the invoice, I used the old rate sheet saved on my system instead of the revised one shared last month. I did not cross-check the rates before sending it, which I should have done.

I have already sent a corrected invoice to the client with a note of apology, and the accounts team has confirmed it. I have also checked all invoices I made this month, and no other invoice has this error.

From now on, I will use only the shared rate sheet and get each invoice checked by a teammate before it goes out. I regret the trouble this caused.

I received your note about my late arrival on several days this month. I would like to explain the reason.

My father has been unwell since start date, and I take him for physiotherapy every morning at a hospital near our house. The session often runs late, which has delayed me by 20 to 30 minutes on those days.

His treatment will continue for about number of weeks more weeks. During this period, I request permission to start my work 30 minutes later and stay back 30 minutes in the evening, so my working hours remain complete. I am sorry I did not inform you earlier.

I acknowledge receipt of your warning letter dated warning letter date regarding reason. I have read it carefully and understand the concerns raised.

I accept that my conduct did not meet the standards expected of me. There was no intention to cause any harm, but I realise the effect it had on the team and on our work.

I assure you that this will not happen again. I have already one corrective step you have taken, and I would welcome any guidance from my manager on further improvement.

I request that my improved conduct over the coming months also be considered while reviewing my record. Thank you for giving me the chance to correct myself.

This is my reply to the show cause notice dated notice date, which states that I left the store unattended on incident date during working hours.

With respect, I wish to state that I did not leave the store unattended. At about time, the store supervisor asked me to collect a delivery from the back gate. Before going, I asked my colleague at the next counter to watch my section. The CCTV footage and the delivery register for that day will confirm this.

I have always followed company rules and have no earlier warning on my record. I request you to review the footage and the register, and to withdraw the notice if my statement is found correct. I am ready to meet the management to explain further.