Free Employee Warning Letter

The employee warning letter is the legal notification that an employee has violated a company policy.

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As an employer, there may be times when one of your employees violates a company policy and needs to be reprimanded. Federal and state laws dictate how an employer can discipline their employees and what steps must be taken prior to termination. The initial step in the process is the Employee Warning Letter. 

Using an Employee Warning Letter is important because it lays the foundation for what the employee can expect if they continue their conduct. The warning letter may also be the prequel to the Employee Termination Letter if further infractions occur.

Frequently Asked Questions


The employee warning letter is the legal notification that an employee has violated a company policy.  



Using an employee warning letter serves as written proof that the employee has been properly notified that his/her actions have violated a company policy. The laws of your jurisdiction may require the letter to be sent before termination procedures can be initiated.


To create your letter, provide:

  • Employer Details - Enter the employer’s name and contact information;

  • Employee Details - Enter the employee’s name and address;

  • The Negative Conduct - Give the details surrounding the negative conduct/policy violation of the employee. For attendance violations, specify which days the employee was absent/tardy. 

  • Method to Correct Behavior - You can choose to give the employee instructions as to how to correct their behavior.

  • Deadline - You may also give a deadline for the employee, by which time they must cease their negative conduct.

  • Contact Person - Give the employee the name and info of the person that will act as a contact for the employer.

  • A Conclusory Paragraph (optional) - This may contain any additional information you believe needs to be included in the warning. It also may be used to emphasize the severity attached to the warning. 




Our propriety form generator will assist you in creating your customized Employee Warning Letter within minutes. Answering the questions is not complicated – you only fill in the requested information and we will put it together for you.


Once you complete the questionnaire and place your order it will be available for immediate download in either PDF or Word document from your secure online account including a step-by-step guide on how to use your document.   



An employee warning letter does not need to be notarized; the employer only needs to sign and send it to the employee.