Employee written warning template
A written warning puts a performance or conduct issue on record: what happened, what was already discussed, what needs to change and what happens if it does not. The employee signs to confirm they received it — not that they agree — and can add their own comments.
This template is a general starting point, not legal advice. Laws differ between countries and states, so have it checked before signing anything important.
Fill in the details
Anything you leave empty becomes a blank line in the document, to fill in by hand or during signing.
Opens the signature request with this document and a signature box for each party already placed.
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Written Warning
Date: __________
Employer: __________
Employee: __________, __________
Issued by: __________
1. The Issue
On the following occasions the Employee did not meet the expected standard: __________.
2. Earlier Steps
This was previously raised with the Employee: __________.
3. What Is Expected
From now on the Employee is expected to __________. Progress will be reviewed on __________.
4. Support
If something is making it hard to meet this expectation, the Employee is encouraged to tell the manager so it can be discussed.
5. If Nothing Changes
If the expected standard is not met, the result may be __________.
6. Employee Comments
The Employee may add comments below or attach a separate statement.
______________________________________________________________
______________________________________________________________
7. Acknowledgment
By signing, the Employee confirms receiving this warning and having had the chance to discuss it. Signing does not mean the Employee agrees with it. Nothing in this warning changes the terms of employment.
Employer
__________
Employee (receipt)
__________
Keep it factual
A warning is most useful when someone who was not there can understand exactly what happened.
- Give dates and specific events, not opinions about attitude.
- Say what “good” looks like and when it will be reviewed.
- Apply the same standard to everyone in the same situation.
- If the issue involves leave, disability, a complaint the employee made, or another protected matter, talk to HR or an employment lawyer first.
Frequently asked questions
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