Employment Performance Warning Letter



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How to write a warning letter for employee about performance?

When you write a formal warning to an employee that certain behavior is unacceptable in the working environment and culture, which are often already specified in the company’s code of conduct. Such notifications are a disciplinary measure that is commonly used by employers to inform their staff members that they have violated company rules and continuing to do so may lead to more serious consequences. In such a letter, an employee should mention the behavior in which the employee is being reprimanded with the relevant events and dates when the code was broken. The consequences of repeating the same mistakes will also be specified, as well as what the employee should do to improve the situation. Common situations when a warning letter is issues: tardiness, late coming or excessive absence ,job abandonment, refuse to work, (sexual) harassment, disrespectful behavior, etc.

Writing suggestions when you want to send out a warning letter to an employee:

  • Describe the violation and keep it factual;
  • Specify the time and date when the problem or mistake occurred;
  • Describe the possible consequences that will result from repeated unacceptable misconduct;
  • Reinforce employee obligations he or she might have;
  • Mention the company policy, HR handbook chapter or code of conduct that the employee broke;
  • Describe what the employee can do to rectify or better the situation;
  • Give the warning letter as soon as possible after the incident happens;
  • Talk to the employee when handing over the warning;
  • Be clear, unambiguous and be consistent.

It provides information about employee misconduct so that employees do not misunderstand.

Employee Warning Letter sample sentences:

After careful review of your performance for the month of {{name of month}}, I have observed that your performance has been unsatisfactory and not up to the standards agreed upon employment. This letter serves as a written warning for you to do something urgently to improve your performance.
The following incidents have made your performance below expectations:
{{state incidents or facts to support claim of unsatisfactory performance}}
In fairness to your previous stellar performances, I am giving you this chance to improve your performance and elevate it to the same status as before.
I am hoping you will take important heed to my advice and begin showing results soon lest the company reconsiders retaining your employment.

Download this sample warning letter to employee now and modify it according to your preferences.




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