Warning notice email template

Use this customizable email template to send a formal, written warning notice to employees who violate your company policies.

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No one wants to have to write a warning notice, but sometimes it’s necessary. A warning notice is a formal way to discipline employees about their misconducts. Misconduct means:

  • Attendance issues
  • Company policy breach
  • Unwillingness to do their job
  • Other minor offenses

For serious misconduct like harassment or fraud, you need to take stricter measures (like temporary or permanent leave).

First, warn employees verbally and tell them how to correct their behavior. If they don’t conform to your company’s standards, that’s when you send a written warning notice to emphasize the seriousness of their misconduct and explain what happens if they still don’t get it.

The aim of a warning notice is to help employees understand what they’ve done is wrong, how it impacts the company and their work, what the consequences are and how they can change. Plus, they help you keep track of actions taken before you decide it’s time to fire.

This customizable template is yours to edit—but make sure you include specific incidents that describe the employee’s mistake and how this violates your policies. 

  • For a first-time offence, talk it through or suggest alternative solutions (like taking time off if they have personal problems that affect their behavior.) 
  • For a final warning notice before dismissal, make it clear so they have the opportunity to correct their behavior.

Email subject line: Warning notice for [Misconduct Type] / Warning notice / Final warning notice

Hi [Employee’s name],

We’ve recently discussed how your [Misconduct Type] is negatively affecting your performance at work and your team’s productivity. We take [Misconduct Type] seriously and we expect all our employees to [comply with our company’s XXX policy].

However, you have frequently violated [this policy] and [have repeated this Misconduct Type] despite our previous chats. Plus, you [specific example of what they did, ie how many times it happened, who it effected, etc.] We understand unexpected issues can arise and we [are flexible (give example).] 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 [example of how you would expect them to behave in the future.] Otherwise, we’ll have to take further disciplinary action, up to and including termination.

I’m available to discuss any issues that have caused your [Misconduct Type] Please, let me know if there’s any way I can help.

Best wishes,

[Your name]

[Your email signature]

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