Use this email template to send a formal, written warning notice to employees who violate your company policies. You can customize this template whether it's a first or a final warning notice.
Here’s what we’ll cover:
Warning notice for [attendance] / Warning notice / Final warning notice
Dear [Employee’s name],
As we’ve recently discussed, your [absenteeism] is negatively affecting both your individual performance at work and your team’s productivity. We take [attendance at work] seriously and we expect all our employees to [comply with our company’s policy regarding time off].
However, you have frequently violated [this policy] and [have exceeded the number of days you can be absent from work] despite reprimands. More specifically, [in the last month you didn’t show up at work on X, Y, Z without any prior notice to either HR or your manager.] We do understand that unexpected issues may arise occasionally and we [are flexible (for example, by giving the option to work from home or take a sick leave to take care of a sick family member).] But, we still expect our employees to be professional and act in our company’s best interest.
This is your [first] warning notice. We expect you to correct your behavior and [request time off in advance and in a formal way (e.g. via email to your manager or through our HRIS.)] Otherwise, we will have to take further disciplinary action, up to and including termination.
I’m available to discuss any complications you face that cause your [absence at work.] Please, contact me directly if there’s any way I can help you.
[Your name]
[Your email signature]
An employee warning letter is a document that an employer issues to an employee to officially notify them of a breach of company protocol and to inform them of any disciplinary consequences. The employee signs the written warning to acknowledge its receipt and a copy is kept in their personnel file.
A warning notice is a formal way to discipline employees about their misconducts. Misconduct may refer to:
Take stricter measures (like suspension or termination) for serious violations such as harassment or fraud.
Depending on your company’s disciplinary action policy, it might be best to first have a manager or Human Resources representative issue a verbal warning and advise the employee on how to correct their behavior. If they don’t conform to your company’s standards, you can then send a written warning notice to emphasize the seriousness of their misconduct and explain what will happen if this behavior continues.
The purpose is to help employees understand how their misconduct impacts the company and their work, what the consequences are and how they can self-discipline so that they don’t face more serious disciplinary actions, including termination of employment. On your part, employee warning notices help you keep track of actions taken before deciding to dismiss an employee who ignores company regulations and reprimands.
Use the following employee warning notice email template as a point of reference and edit according to the type of misconduct. Make sure to include specific incidents that show how or when the employee committed a mistake at work and how this violates your company policies. If this is the first warning notice you send to an employee, ask them to meet at your office so you can further discuss the issue or suggest alternative solutions (like taking some days off if they have personal problems that affect their behavior.) If this is the final warning notice before dismissal, make that clear to employees so that they have one last chance to correct their behavior.
Should you send an employee warning notice email? Yes, an employee warning notice email serves as an official documented communication. It's important to send this email when there's a violation of company policies, especially if prior verbal warnings have been given. Why is an employee warning notice email important? An employee warning notice email is crucial for a few reasons. It formally notifies the employee of their misconduct, establishes a record of the disciplinary action taken, and communicates the seriousness of the situation, ensuring clarity and transparency in the disciplinary process. How do you write an employee warning notice email? To write an employee warning notice email, start by clearly stating the specific violation committed. Detail the consequences of the violation as per company policy, provide examples of the misconduct if necessary, and specify the expected corrective action. Conclude by offering support or guidance, if appropriate, and sign off formally. What should be the tone of an employee warning notice email? The tone should be firm yet professional. While it's important to communicate the seriousness of the misconduct, it's equally important to be respectful and provide a clear path for the employee to rectify their behavior. What happens after sending an employee warning notice email? After sending the email, employers should monitor the employee's behavior for improvements. If the behavior continues, further disciplinary action might be taken, including possible termination. It's also advisable to hold a follow-up meeting to discuss the notice in person and address any concerns.