Employee Warning Letter

Answer a few questions to create a professional Employee Warning Letter, ready to edit and sign.

Step 1 of 76 sections · answer each, then create your document

The employer

Is the employer a business or an individual?

Employer's full legal name

For a business, use its registered name, including "LLC" or "Inc." if it has one.

Street address

City

State

ZIP code

Email optional

Used for written notices.

Phone optional

The employee

Employee's full legal name

Street address

City

State

ZIP code

Email optional

The warning

Employee's job title optional

Date of this letter

What level of warning is this?

A record of a verbal warning documents a conversation you already had. Most employers use a final written warning only after earlier warnings.

Date you discussed this concern with the employee optional

For a record of a verbal warning, the date the verbal warning was given.

What happened

What kind of concern is this?

Describe the concern

Stick to facts: what was observed or reported, when, and how it affected work. Describe conduct and results, not the person. Leave out opinions and labels (such as "lazy" or "bad attitude") and any personal characteristic, such as age, race, religion, sex, pregnancy, disability, national origin, a medical condition, or protected leave.

Date of the incident

If the concern involves several incidents, start with the earliest.

What happened on that date?

One factual sentence, for example "Arrived at 9:40 for a 9:00 shift without calling in."

Date of a second incident optional

Policy or handbook section this relates to optional

For example, "Employee Handbook, Section 4.2 (Attendance)".

Has the employee been warned about this or a related concern before?

Yes No

Expectations and support

What exactly is the employee expected to do from now on?

Specific, measurable expectations work best, for example "Arrive by the scheduled start time for every shift" or "Complete all safety checklists before starting the line."

Over how many days will progress be reviewed?

The letter shows the review date this produces.

Support the employer will offer optional

Additional training

Regular check-in meetings

Written guidance or resources

A mentor or experienced colleague

Details of the support optional

For example, the meeting schedule or the training course.

Consequences and response

Is the employee's employment at-will?

At-will means either side may end the employment at any time. Choose "No" if a written employment contract or a collective bargaining agreement covers the employee, and "Not sure" if you do not know.

How many days does the employee have to give a written response?

In which state does the employee work?

Shown as the work location. The letter does not state any state-specific rule.

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