Employee Written Warning Template

What is a employee written warning?

A written warning is a formal step in most disciplinary procedures. It tells an employee clearly that their conduct, performance or attendance has fallen short, what they need to do differently, and what could happen if nothing changes. Just as important, it creates a dated record that the employee was told — which matters if the issue comes up again.

This template covers first and final written warnings for conduct, performance or attendance and timekeeping. It records the facts with dates, the rule or standard that wasn't met, the disciplinary meeting and the employee's explanation, any earlier warnings, the change required and any support, how long the warning stays active, and the right to appeal. The consequences paragraph changes with the level you pick: a first warning points to a possible final warning, a final warning says further action may include dismissal. The employee signs to confirm receipt — the document says clearly that signing is not agreement — and there is space for their own comments.

When to Use a employee written warning

• Repeated lateness or unauthorised absence after an informal conversation
• A breach of a workplace policy, such as safety rules or acceptable IT use
• Performance that hasn't improved after a performance improvement plan
• A final warning after an earlier first warning for the same kind of issue
• Any disciplinary outcome you need recorded consistently and acknowledged

What You Fill In

17 blanks, then the name and email of each person who signs: employer, employee.

What the employee written warning Covers

1. Reason for this warning
2. What must change
3. Consequences
4. How long the warning lasts
5. Right of appeal
6. Employee comments

Using the employee written warning, step by step

1 Choose the level and the type of concern

Pick a first or final written warning, and conduct, performance or attendance. Use the stage your disciplinary policy says applies.

2 Write down the facts

Describe what happened with dates, the rule or standard it breaches, and when you held the disciplinary meeting. Summarise the employee's explanation fairly if they gave one, and list any earlier warnings.

3 Say what must change

Be specific about the improvement you expect and any support you'll give, and set a review date if you want one. Then choose how long the warning stays active and who hears appeals, and how many days the employee has to appeal.

4 Send it after the meeting

Add yourself as the employer and the employee as the second signer. If you want the employee to type comments, place a Text box for them over the comment lines in the editor before sending.

Tips Before You Send It

• Hold a meeting first and let the employee respond before deciding on a warning. Many procedures — and in some places the law — expect this.
• Stick to facts you can support. Leave out opinions and anything not raised at the meeting.
• Use the same active period and appeal window as your written disciplinary policy.
• Ideally, someone who wasn't involved in the decision should hear any appeal.
• If the employee refuses to sign, keep a note of when the warning was given and who was present. The document says signing is only an acknowledgement of receipt, not agreement.

Employee written warning: frequently asked questions

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This template is a general starting point, not legal advice. Laws differ between countries and states — have a lawyer review the agreement for your situation before you rely on it. Page last reviewed 2026-09-29.