Written warning notice template
A written warning letter to an employee with the warning level (first, second or final), the issue, the expected change and the deadline.
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This is a sample form. Check that the terms and pay match federal and state labor rules and your company policy.
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State rules vary
State rules on final pay and notice vary. Check your state labor department. Some states require the final paycheck on the last day, others within a set number of days, and a few require written notice of the reason.
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Written Warning
Taylor Kim
Receiving Supervisor, Northwind Traders
October 8, 2026
Jordan Lee
Warehouse Associate, Receiving
RE: Second written warning
Dear Jordan Lee:
This letter is a second written warning and will be placed in your personnel file. It concerns the following issue, which took place on September 29 and October 6, 2026.
You arrived more than 30 minutes after the start of your 8:00 am shift on both dates without calling the shift lead first. We discussed the same issue in your first written warning on September 19.
This conduct does not meet the standard set out in our policy on Attendance and punctuality, Employee Handbook section 4.2. This issue has been raised with you before, and the earlier warning remains on file.
Going forward, I expect the following: Arrive and clock in by 8:00 am for every scheduled shift. If a delay cannot be avoided, call or text the shift lead before 8:00 am. I will review your progress on November 7, 2026.
If the issue continues or a similar one arises, the next step will be a final written warning, and further corrective action may follow, up to and including termination of employment.
You may give Human Resources a written response within five business days and it will be attached to this warning.
Sincerely,
ย
ย
Taylor Kim
Receiving Supervisor, Northwind Traders
Employee acknowledgment: I received a copy of this second written warning. My signature confirms receipt, not agreement.
Employee signature: Jordan Lee
Date received: ____________
How to use it
Pick the warning level and the letter writes itself around your facts: the subject line names the level, the first paragraph says the letter goes in the file, your description of the issue follows as its own paragraph, then the policy, the expected change with a review date, the consequences and how the employee can respond. For a final warning the consequences paragraph says up to and including termination.
Print two copies. Go through the letter with the employee in a private meeting, have them sign the acknowledgment at the bottom of one copy, and give them the other. The acknowledgment says the signature confirms receipt, not agreement. Keep the employee write-up form from the original incident with the letter.
Things to watch
Keep the issue paragraph to facts with dates and leave out adjectives about the person. Make sure the level matches your own policy; skipping from a first warning to termination without a final warning is what gets challenged. If the employee is in a union, the contract sets the steps and the union representative may need to be present.
Calculators that go with this
Frequently asked questions
When should I use a final warning?
After earlier warnings have not worked, or for a single serious incident where your policy allows skipping steps. Say which in the issue paragraph so the file explains the jump.
Does the employee have to sign?
No. If they decline, write Employee declined to sign on the line, date it and have a witness initial it. Offer to attach a written response instead.
Can I send it by email?
Yes, as a PDF after the meeting, with a line asking the employee to reply that they received it. The reply takes the place of the signature. Hand delivery in the meeting is still the usual practice.
Is what I type saved anywhere?
No. Everything stays in your browser and nothing is sent to our server. If you refresh the page it is gone, so print, save a PDF or download the DOCX when you are done.