What is an employee warning notice?
An employee warning notice is a formal document that you may issue when an employee has violated a rule in the workplace or underperformed part of their job. Before issuing warning notices, it’s important to read your company handbook to be sure that the employee has actually violated a rule. You can use a template to quickly issue a warning and show the employee the seriousness of their actions. For example, if an employee is late to work several times, it may be best to use the template to quickly issue a warning and potentially prevent additional late days.
What should you include in a warning notice?
It’s important to include certain details in an employee warning notice so there’s little question of your notice’s purpose. Making the warning notice concise and clear helps lower the chance that employees misunderstand their issues and can ensure they work to correct their behaviour. Consider including these details in your warning notices:
- The name of your company
- The date you’re issuing the written warning notice
- Employee details, including their full name and title
- Name of the supervisor issuing the notice, and any HR department staff who are addressing the problem
- A clear introductory statement specifying that it’s a formal notice
- A list of any company policies the employee violated or any other reason for the notice
- Consequences if the behaviour continues
- The employee’s signature to acknowledge receipt of the notice
Template for issuing employee warning notices
This template can be useful when issuing a notice. You can adapt this basic template to meet your unique requirements:
[Company name]
[Date]
[Employee’s full name and job title]
This serves as a formal written warning for [employee’s infraction, either a violation or underperformance]. Your following behaviour does not comply with company policy:
- [Infraction committed by the employee with an explanation of how this violates company policy]
- [Infraction #2 with explanation (in case of multiple infractions)]
A verbal warning was issued to you on [date], after which no improvements were observed in your behaviour, leading to the issuing of this notice.
[Company name] values you as an employee and would like to work with you in making the necessary changes to meet company standards. However, if [employee’s infraction] doesn’t improve, the next step is [next step].
[Supervisor’s signature]
Acknowledgement:
I acknowledge that I have received this letter and that I am willing to make the necessary changes to comply with the rules and policies of the company.
[Signature of the employee]
Example of Employee Warning Notice
Here is an example of an employee warning notice you can use to guide your own:
Carology Parts
2021-07-17
Employee: Edwin James, Service Tech
This serves as a formal notice for a violation of our company’s timeliness policy. On 2021-07-01 and 2021-07-15, you clocked in to work at 8:35 a.m. and 8:50 a.m., which was a significant time later than your start time on both days of 7 a.m. You already received a verbal warning on 2021-06-01 for your timeliness. If this behaviour continues, the company will issue a final warning, which may later result in a termination of employment if there’s no improvement.
Dmitri Battle, Service Supervisor
Acknowledgement:
I acknowledge that I have received this letter and that I am willing to make the necessary changes to comply with the rules and policies of the company.
Tips for issuing warning notices
Review these tips when you’re issuing a warning notice to your employees:
- Provide a verbal warning before issuing a formal notice: Consider having a clear process for addressing non-compliance with company policies, with the first step being a verbal warning. A written warning can follow only if the employee doesn’t acknowledge their failings or refuses to alter their behaviour.
- Describe infractions clearly and comprehensively: To be clear to the employee, and for legal reasons, specify the infractions within the notice, mention any policies the employee violated, and offer specific examples of the infraction wherever possible.
- End the notice in a pleasant tone: To maintain positive relationships with your employees, offer them any support to help them alter their behaviour and comply with company policy. This includes giving them reasonable time to adjust and anything else that you consider necessary to ensure the continued success of the employee and your company.
Employee warning notice FAQs
There are several common questions that you might have about issuing employee notices. Explore the answers to these questions here:
How do I deliver a warning notice to an employee?
The ideal method of delivery is in person during a formal meeting so you can explain the warning notice to the employee and allow them to ask any question about the infraction or ongoing consequences. During the meeting, ask them to sign the notice to confirm their acknowledgement. You can also make a copy for the employee to keep and provide another copy to the human resources department for the employee’s file.
How do I identify whether an action deserves a warning or firing?
Based on your company policy, different infractions might result in different consequences. Companies may only terminate employment following severe offences such as harassment, assault, or fraud. In other cases, a written notice suffices, unless an employee has repeatedly broken the rules.
What are the next steps after issuing a notice?
After you have issued a notice to the employee, consider continuing to meet with them to discuss their improvement. You may offer suggestions or put them on a performance plan that allows them to improve their work. Collaborate on positive changes together.
Employee Warning Notice Templates for PDF & Word
Download these employee warning notice templates to help you maintain the high standards you’ve set for your staff.
*Indeed provides these examples as a courtesy to users of this site. Please note that we are not your HR or legal adviser, and none of these documents reflect current labor or employment regulations.
