49 Best Employee Warning Letter Templates

1. Clarity of Violation and Policy
Clearly state the specific behavior or performance issue and reference the relevant company policy or standard. Use objective facts, dates, and examples to avoid ambiguity and support future actions.

2. Consequences and Next Steps
Outline the potential consequences if the issue persists and specify any required corrective actions and timelines. Include next steps such as follow-up meetings or a performance improvement plan.

3. Documentation and Consistency
Maintain a consistent template across all employees and document delivery method and receipt. Keep records securely and ensure the tone remains professional and non-retaliatory.