The boss/employer issues a warning letter to an employee for unacceptable behavior or action on the part of the employee. This letter is used as a last resort to inform the employee that his/her actions will not be taken lightly hereafter and that he/she has to mend ways.
If the employee repeats the same unethical action despite this warning, the organization holds the rights to suspend or relieve the concerned employee from active service.
Here are useful samples and email format to help you write the warning letter to employee for misconduct or poor performance.
Table of Contents
Warning Letter to Employee Writing Tips:
- Begin the letter by briefly explaining that the specific behavior/action by the employee is unacceptable since it has occurred despite repeated earlier verbal warnings.
- Ask the employee to treat this letter as a warning for the said behavior/action.
- Mention that if the trend continues, the organization will have to take stern actions like suspension/removal from work.
- End by asking the employee to overcome follies and observe proper conduct hereafter.
Warning Letter to Employee Template
__________ (employee’s name)
__________ (employee’s address)
Date __________ (date of writing letter)
Dear __________, (employee’s name)
It is a matter of grave concern that …… (briefly state employee’s unacceptable action/behavior) despite repeated verbal warnings. Please treat this letter as a warning for your unacceptable behavior.
We would be left with no choice but to suspend or relieve you from work if this unethical behavior continues.
We expect you to rectify your follies and observe proper conduct from hereon.
__________ (your name)
__________ (your designation)
__________ (office address)
Warning Letter to Employee Sample, Email and Example/Format
Mr. John Delware
673, Park Avenue
Dear Mr. John,
It is a matter of grave concern that you have been coming late to work and with a heavy hang-over in the recent past despite repeated verbal warnings. Please treat this letter as a warning for your unacceptable behavior.
We have received complaints from the co-workers of your reckless behavior and foul language on the days you report to work after consuming alcohol. They have refused to work in the same team of which you are apart.
Although you have been an asset to this organization and achieved tremendous success in your endeavors due to your intelligence and determination, the turn towards alcoholism has taken its toll.
We would be left with no choice but to suspend you from work if this unethical behavior continues. You can approach our clinical psychiatrist if you need any assistance with your addiction problems.
We expect you to rectify your follies and observe good conduct from hereon.
Siemens Pvt Ltd
Dear Ms/Mr. ____________
We bring to your attention that management has received many complains about your conduct with the other staff. There are also complains of you using your post against the employees at the lower post-use and influence them. You have also been found to use office material for your personal use.
We consider it as the severe breach of conduct and take it as an act of threatening your co-workers. We warn you of strict actions if you don’t improve your behavior and bring changes in your conduct. We hope that you will work in coordination with your staff to deliver good results.
We hope that this letter will act as a warning in advance to avoid complications in the future. If you have any say in this regard, you may feel free to contact any person in management and report your grievances.
We expect you to have good behavior and observe proper conduct hereafter.