This sample serves as a guide when writing an employee’s warning letter. If an employee’s work performance has been below expectations and you want to inform them about it, this sample will help.
Sample 1 – Warning Letter
This template shows the various details a warning letter should have and how these contents should be arranged. It doesn’t bear any personal information of the recipient.
Suggested Subject: Notice of Unsatisfactory Performance
Hi (Name),
We are writing to continue our discussion on the [Insert date].
Over the last couple of [weeks or months], you have failed at performing your duties and have fallen short of the required standards by [list ways in which the employee has failed to meet the standard].
As discussed in our earlier meeting on the [insert date], we are writing this warning letter as your performance has remained below the standards.
Kindly take this letter as the last and final warning. If your performance remains unchanged, we will be left with no choice but to let you go.
You are an integral part of this company, and we believe you can turn this around. If you’d like to discuss any aspects of this letter, please do not hesitate to contact HR.
In the meantime, kindly send your signed acknowledgment of this letter.
Kind Regards,
[Your name and signature]
Sample 2 – Warning Letter
In this sample, the recipient’s personal information, such as name, address, email address, and so on, is included in the letter. Note how the writer states the reason for the warning and the consequence if the recipient fails to yield to the warning.
Suggested Subject: Notice of Non-compliance with Procedures
Hi (Name),
We are writing this letter to continue our discussion on January 9th.
Over the last couple of weeks, your performance has been below standard, and you have fallen short of performing your duties, which include: attending to customer inquiries promptly, ensuring all customer complaints are duly registered, and sending a ticket to the dev team.
As discussed on January 9th, we are writing this letter to officially warn you that if your performance remains below standard, we will have no choice but to let you go.
Kindly take this letter as the last and final warning. If your performance remains unchanged, we will be left with no choice but to let you go.
You are an integral part of this company, and we believe you can turn this around. If you’d like to discuss any aspects of this letter, please do not hesitate to contact HR.
In the meantime, kindly send your signed acknowledgment of this letter.
Kind Regards,
Jim Blessed
Head of Employee Relations.
Sample 3 – Warning Letter
This focuses on employee poor attendance record. The email highlights the company’s attendance policy and emphasizes the negative impact of the employee’s behavior on the productivity of the team. The email warns the employee of the possible consequences of failing to improve their attendance record.
Suggested Subject: Warning Letter for Poor Attendance
Dear [Employee Name],
We have noticed that your attendance has been consistently poor over the past few weeks. As per our company policy, it is expected that all employees attend work regularly and punctually. Your attendance records show that you have been absent for 6 days in the past month, which is a violation of our company’s attendance policy. This behavior is unacceptable and negatively impacts the productivity of our team.
Please be reminded that failure to improve your attendance record may result in further disciplinary action, up to and including termination of your employment. We encourage you to take immediate action to improve your attendance record and meet the expectations of our company.
Sincerely,
[Your Name]
[Company Name]
Sample 4 – Warning Letter
The warning letter is regarding a violation of the company’s code of conduct. The email highlights the seriousness of the incident and the importance of treating co-workers with respect and dignity. The email warns the employee of the possible consequences of any further violations of the company’s code of conduct.
Suggested Subject: Warning Letter for Violation of Code of Conduct
Dear [Employee Name],
We have received a complaint regarding your conduct at work. It has come to our attention that you have been using inappropriate language and engaging in disrespectful behavior towards your co-workers. Our company has a strict code of conduct that all employees are expected to adhere to.
We take such incidents seriously and expect all our employees to treat each other with respect and dignity. Your behavior is not only unprofessional but also unacceptable. Please be reminded that any further violations of our code of conduct will result in disciplinary action, up to and including termination of your employment.
We hope that you take this warning seriously and make an effort to improve your conduct at work.
Sincerely,
[Your Name]
[Company Name]
Sample 5 – Warning Letter
This is a warning letter to an employee regarding their poor performance. The email emphasizes the importance of delivering quality work to clients and highlights the negative impact of the employee’s performance on the company’s projects. The email warns the employee of the possible consequences of failing to improve their performance.
Suggested Subject: Warning Letter for Poor Performance
Dear [Employee Name],
We have noticed a decline in your performance over the past few months. Your work has been consistently below the expected standard, and this has resulted in delays and errors in our projects. As a company, we take pride in delivering quality work to our clients, and your performance has been falling short of our expectations.
We encourage you to take immediate action to improve your performance and meet the expected standard of our company. Failure to do so may result in further disciplinary action, up to and including termination of your employment.
We hope that you take this warning seriously and take the necessary steps to improve your performance.
Sincerely,
[Your Name]
[Company Name]