Skip to content
TradingFormsFree trade documents and tools

Warning Letter Format: Free Generator

Write a first, second or final written warning with the facts, what must change, a review date and the consequence. PDF or Word.

Parties

Details

Letter text

The text below is written from the details you fill in. Edit it if you want to change the wording.

Saved in this browser only

How to write a warning letter to an employee

A warning letter is a formal written notice to an employee that their conduct or performance is not acceptable, what must change and by when, and what will happen if it does not. It is a key step in fair discipline and a record if stronger action follows.

How to write a warning letter to an employee

  1. Say which warning it is: first, second or final.
  2. State the facts: dates, times and what happened, without opinions.
  3. Explain the rule or standard that was broken.
  4. Say what must change and set a review date.
  5. State the consequence if it happens again.
  6. Invite an explanation and ask the employee to sign for receipt.

Common reasons for a warning letter

ReasonWhat to record
Late attendanceDates and minutes late
Absence without leaveDates absent and whether anyone was told
Poor performanceTargets, results and support given
MisconductWhat happened, witnesses, inquiry findings

Fill in the letterhead and a few details, and the letter is written for you. Click "Edit text" to change the wording, add your logo, then download a PDF or Word file or print it on your letterhead. The draft stays in your browser only.

If the problem continues after a final warning, see the termination letter format.

Features

  • Late attendance, absence, performance, misconduct
  • First, second or final warning
  • Dates and facts
  • Expected change and review date
  • Employee acknowledgment line
  • PDF, Word and print

Frequently asked questions

How many warning letters before termination?

There is no single rule. Many companies use a first, second and final warning for minor issues, but serious misconduct can lead straight to an inquiry. Follow your policy and the law.

Should the employee sign the warning letter?

Ask them to sign a copy to confirm they received it, not that they agree. If they refuse, note that on the copy with a witness.

What is a final warning letter?

The last warning before dismissal. It must say clearly that a repeat may lead to termination.

Is it free?

Yes. No sign up and no watermark. Download a PDF or Word file, or print it, as often as you need.

Is my information saved?

Only in your own browser, so you can come back to the draft. Nothing is uploaded to our servers.

Related tools

Experience Letter FormatWrite an experience letter on your company letterhead from the employee's name, role, dates and main duties. Edit the wording, then download PDF or Word.Experience Certificate FormatIssue a formal experience certificate with the service period, last designation and conduct, written for you on the company letterhead.Relieving Letter FormatWrite a relieving letter that accepts the resignation, states the last working day and confirms the handover and full and final settlement.Offer Letter FormatWrite a job offer letter with the position, joining date, annual salary (CTC), probation, reporting line, working hours, notice period and an acceptance signature.