Free Employee Warning Letter

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Employee Info

Employer Info

Background Info

Description of Infraction

Frequently Asked Questions

What should I include in my description of the infraction?Provide an objective and thorough description of the infraction.

Be sure to include an explanation of why infractions of this type are harmful to the company.

Use complete sentences.


(e.g. Because of the effect of the Employee's behavior on critical customer relations, any re-occurrence of the unacceptable behavior may result in termination of employment for the Employee at the sole discretion of the company.)


Frequently Asked Questions

When should a person be put on probation?An employee should only be put on probation where there has been a violation of clearly stated company policy or where the infraction was of a nature that any reasonable employee would have known better, such as theft of company property.

Do not put an employee on probation simply as a means to build a case for termination.

Future Improvement

Frequently Asked Questions

What type of direction should be provided?Provide specific direction on what needs to improve. It may not be enough to simply re-state what is expected. In some cases, management may need to be an active participant in providing additional guidance and training.

Immediate Meeting Required

Follow-up Assessment

Employee Comments

Additional Terms

No additional clauses are needed for most warning letters.

Use plain english. This will reduce confusion. Each additional comment should be one paragragh or less.Additional tips:

  • Always use the same name when describing a person or object more than once.
  • Don’t address or contradict an issue that has already been answered in the questionnaire.
  • Don't use "I", "us", "we", "you" or "they" when referring to the parties to the contract. This is ambiguous and can cause misunderstandings.
  • Don’t abbreviate words.
  • Spell-check.

Signing Details

Identify the individuals that will be signing this letter. Usually, at least the employee and the immediate manager will sign.

Frequently Asked Questions

Does the employee have to sign?Ideally the employee should sign the warning letter however this is not mandatory. Remember, the employee is only signing as acknowledgment that they received the warning letter and that they discussed its content with management. Signing is not an admission of wrong-doing.

Where an employee refuses to sign, management should try to ensure that there are two or more management representatives present and an impartial witness.
What if I don't know who the witness will be?You may leave the witness name blank if you do not know who that is. A space will be provided for the witness to sign and print their name.

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