Written warnings: What they are, importance, and examples

Addressing employee misconduct or performance issues is essential to maintaining a fair, productive, and legally compliant workplace. One of the most effective tools HR teams can use in this process is the written warning.

Also known as employee warning letters or employee warning notices, written warnings formally document situations where an employee’s or contractor’s behavior falls short of expectations, most often due to misconduct, but sometimes for ongoing performance problems not covered through regular reviews. A written warning helps establish clear communication, outlines consequences if the issue persists, and ensures proper documentation for legal and internal compliance.

In this guide, you’ll learn what a written warning is, how to implement a formal warning process, and when to escalate from an initial to a final warning. You’ll also find examples and a customizable written warning template.

What is a written warning?

A written warning is a formal notice from an employer that addresses an employee’s misconduct and, in some cases, ongoing performance issues. It serves as an official record within the disciplinary process, providing the employee with a clear understanding of the issue, the expected remedy, and the potential consequences if their behavior persists. Typically, a supervisor or manager delivers the warning after a verbal warning has failed to resolve the concern.

Written warnings play a crucial role in HR procedures and are typically outlined in an organization's employee handbook or broader company policy. They help ensure consistency and fairness while giving the employee the opportunity to improve before the situation escalates to termination or other serious action. 

By documenting the issue and steps taken, written warnings also protect the employer and support legal requirements and company policies.

How do written warnings work?

Written warnings follow a formal process that helps address workplace issues in a fair and consistent manner. But when should you use one? What should it include? Who delivers it? Here’s what you need to know.

What is the process for delivering a written warning?

The written warning process begins when supervisors or managers identify policy violations or performance issues that require formal attention and action. 

1. Review your employee handbook and relevant company policies to ensure you understand the specific infractions and the appropriate responses. 
2. Document all relevant details about the incident, including dates, times, witnesses, and specific behaviors that violated your workplace policies.
3. Prepare the warning letter by clearly outline the problematic behavior, reference specific company policy violations, and highlight areas for improvement. The letter must include the employee's name, job title, date of the incident, and consequences for continued misconduct. 
4. Ensure your HR team reviews and signs off on these documents. This ensures both legal and company policy compliance and consistency.
5. Meet with the employee to deliver the warning. Act professionally while clearly explaining the issues and company expectations. The employee must acknowledge receipt of the warning by signing a copy of the document.
6. Set up a progress meeting track and assess any changes in behavior. Document improvements or continued problems. 

Why would you send a written warning to an employee?

Employers issue written warnings when verbal warnings aren’t resolving ongoing behavior issues, including significant underperformance, company policy violations, safety violations, or harassment.

They may also issue written warnings if they’re looking to start a termination process. Federal and state labor and employment regulations often require formal documentation before that process can start. Many companies mandate a progressive discipline process that includes written warnings as intermediate steps between verbal warnings and termination. Formal documentation also protects both the employer and employee by creating clear documentation of the issue, your expectations, and the opportunities for improvement. The acknowledgment process ensures employees understand the seriousness of their situation and the potential consequences of continued misconduct.

What's the difference between a first and final written warning?

A first written warning typically addresses initial conduct or performance issues while providing the employee with a reasonable opportunity for correction. These documents outline specific problems, reference relevant company policies, and establish clear expectations for improvement. First warnings suggest that while the situation requires formal attention, the employer believes the employee can successfully resolve the issues with the right direction and effort.

A final written warning represents the last step before termination in most progressive discipline approaches. This document warns employees that continued misconduct or failure to improve will result in immediate dismissal through a termination letter. 

Final warnings usually follow previous disciplinary actions, including verbal warnings and first written warnings. Supervisors must clearly communicate that no further opportunities for correction will be provided, and any subsequent infractions will lead directly to termination. 

Both types of warnings require the employee to acknowledge receipt with their signature, creating formal records for future reference.

What happens after a final written warning?

Following a final written warning, employers closely monitor the employee's conduct to determine whether they’re improving. If the employee successfully addresses the issues outlined in the warning, they may continue working while remaining under increased scrutiny. However, any subsequent infractions or failure to demonstrate the required improvements typically result in immediate termination.

HR teams and supervisors must carefully document all interactions and observations following the final warning. This documentation is key if termination becomes necessary, as it shows that you provided adequate opportunities for correction.

What does an employee written warning include?

An effective written warning should include these key elements aligned with your HR strategy:

• Names of those involved and date: Include the employee’s name, role, the supervisor’s name, the HR representative (if present), and the date of the warning meeting.
• Clear description of the issue: Summarize the incident or policy violation that prompted the disciplinary action.
• Company policy reference: Cite the specific company policy, procedure, or standard that was violated.
• Specific incidents or behaviors and dates: List the relevant dates, times, and circumstances of the incident(s) or issue(s).
• Expectations for improvement: State the changes the employee must make and the standards they must meet.
• Support provided: Outline the training, resources, or assistance the company will offer to help the employee improve.
• Consequences of continued misconduct: Explain what will happen if the issue isn’t corrected, including possible termination.
• Timeline for correction: Define the timeframe for demonstrating improvement.
• Appeal process: Explain how the employee can challenge the warning if they believe it’s inaccurate or unfair.
• Signatures from all parties: Collect signatures from the employee, supervisor, or HR representative to confirm receipt and discussion.

Employee written warning template

Employee written warning examples

Looking for more than a template? Here are two examples of written warnings based on the template above.

Misconduct 

In this example,  an employee receives a written warning for ongoing misconduct, specifically the improper use of company equipment to access gambling websites, despite having received a prior verbal warning and clear policy guidelines.

Poor performance

In this example, an employee receives a written warning due to ongoing poor performance, including missed deadlines and low-quality work, despite prior coaching and a verbal warning.

10 tips for giving effective written warnings to employees

Issuing written warnings requires attention to detail and clear, professional communication. Acting quickly is key, as it helps address issues before they escalate. The following tips will guide you through the disciplinary process

Be clear and specific about the issue

When you issue a written warning, clearly address the problem or violation that occurred. Avoid vague language and provide specific details about what the employee did wrong, when it happened, and how it impacts the workplace. This clarity helps the employee understand how their behavior needs to change and prevents confusion about expectations moving forward.

Keep emotions in check

Staying calm during disciplinary action will keep things professional. Even in frustrating situations, you should handle written warnings with a level-headed, objective attitude. This keeps the focus on addressing the behavior, not your frustration.

Use factual evidence

Make sure every written warning is backed up by clear examples and solid evidence. Before taking any disciplinary action, gather witness statements, performance records, and any other relevant documentation. Having strong evidence not only supports the warning but also protects both the organization and the employee from possible disputes.

Communicate privately

Always hold written warning discussions in private to respect the employee’s dignity and maintain confidentiality. Avoid talking about discipline in public, as it can hurt morale and cause unnecessary friction. Schedule meetings in a closed office or conference room, away from the rest of your team.

Focus on behavior, not personality

Keep written warnings centered on what the employee did, not who they are. When you highlight specific actions instead of personal traits, it’s easier for the employee to see what needs to change without feeling personally attacked.

Offer opportunities for employee response

Give employees the opportunity to respond to the warning and formally appeal it. Sometimes there’s context you might not be aware of and a legitimate explanation, miscommunication, or additional details that might shift your understanding of the situation. A fair appeals process shows your commitment to transparency and handling workplace issues with professionalism.

Document everything thoroughly

Keep detailed records of every meeting, conversation, and step you take during the written warning process. Proper documentation protects you and gives you clear evidence if things move toward more serious disciplinary action. Make sure to note dates, times, who was there, and what was discussed.

Follow company policies consistently

Ensure written warnings follow your company’s policies and procedures. Written warning guidelines and templates help you handle disciplinary action the same way across the board. Sticking to a consistent process protects your company from legal issues and makes sure that everyone gets fair, consistent treatment.

Provide support for improvement

Use the written warning to offer specific support that helps the employee improve their behavior, whether that’s extra training, mentoring, or regular check-ins. Including these resources shows you’re invested in their success, not just handing out punishment.

Keep copies of all correspondence

Keep copies of all written warnings, employee responses, and related notes in a secure file. If things escalate beyond a verbal warning, clear records help you track the issue and apply fair consequences. Good documentation also shows whether past efforts to correct the behavior have worked.

Simplify employee disciplinary management with Rippling

Only Rippling offers everything you need to develop and retain talent with end-to-end performance management software, including tools that make disciplinary actions easier for your managers, HR team, and other stakeholders.

With Rippling, you can set continuous feedback in motion by scheduling reviews at any cadence that fits your organization—monthly, quarterly, annually, or based on employee data or key events.

When managers need to have tough conversations with their direct reports, Rippling provides structured templates to guide performance discussions. You can support low-performers by creating a development plan and setting a custom cadence for progress check-ins.

Rippling’s HRIS software enables HR teams to streamline documentation, track written warnings, and ensure compliance at every step. You can automate disciplinary workflows, store records securely, and manage everything within one system that integrates seamlessly with other HR functions, like payroll, benefits, and performance management processes across the entire employee lifecycle.

Written warning FAQs

What happens after an employee gets a written warning?

After you issue a written warning, take the following steps to keep the process fair, consistent, and legally compliant:

• Acknowledging and discussing: Meet with the employee to explain the warning and outline expectations.
• Documenting: Have the employee sign the warning and file a copy in their personnel record.
• Allowing time to improve: Give the employee time to improve their behavior or performance.
• Providing support and monitoring progress: Offer support and track progress throughout the improvement period.
• Deciding next steps: If the employee improves, the issue is resolved. If not, move forward with additional disciplinary action.

How long does a written warning last?

In most cases, a written warning usually remains on an employee’s record for 6 to 12 months. This depends on company policy and the severity of the issue. If no additional problems occur, your HR team would typically remove the warning from the employee’s file. Final written warnings may be kept on file indefinitely, depending on internal guidelines.

When should you escalate from an initial to a final warning?

Escalate to a final written warning if the employee doesn’t improve after the initial warning and has had a fair chance to correct the issue. Make it clear that continued problems may lead to termination or other serious consequences. Always follow your disciplinary policy and document every step.

Should you keep a record of staff written warnings?

Yes, always keep a record of written warnings. This documentation tracks performance or conduct issues, supports consistent discipline, and provides evidence if further action is needed. It can also feed into HR or people analytics for better workforce insights. Store all records securely and confidentially.

What does a written warning look like and how should it be structured?

A written warning for employee issues is a formal document that includes the employee's name, date, specific problem description, company policy violations, improvement expectations, and timeline for correction. A 1st warning letter to the employee should clearly state the issue, required changes, and consequences of continued problems, with signatures from both supervisor and employee to acknowledge receipt and understanding.

This blog is based on information available to Rippling as of June 12, 2025.

Disclaimer: Rippling and its affiliates do not provide tax, accounting, or legal advice. This material has been prepared for informational purposes only, and is not intended to provide or be relied on for tax, accounting, or legal advice. You should consult your own tax, accounting, and legal advisors before engaging in any related activities or transactions.