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Warning Letter Generator

Describe the issue, when it happened and what must change, and get a clear, fair written warning letter for an employee.

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Warning Letter

16 November 2026

Dear Rohit Das,

Subject: Written warning

This letter is a formal warning for reporting late to work without informing your manager, on 3, 7 and 12 November 2026. This goes against the company's policies and the conduct expected of you as Sales Executive.

From now on, we expect you to report on time, and tell your manager in advance if you will be late. If this happens again, the company may take further disciplinary action under its policies.

If you would like to explain your side, please write to us within seven days of this letter.

Please sign a copy of this letter to acknowledge that you have received it.

For Acme Technologies Pvt. Ltd.,

Kavita Rao
HR Manager

Received by Rohit Das
Signature: ______________ Date: ______________

Check the letter against your company's policies before you send it. Print it on your letterhead, or paste it into an email.

FAQs

Frequently Asked Questions (FAQs)

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When should HR issue a warning letter?

After a verbal conversation has not worked, or straight away for a serious breach of policy. The letter puts the issue on record, so it should state facts and dates, not opinions.

What should a warning letter include?

What happened and when, which policy or expectation it breaks, what the employee must do from now on, what may follow if it continues, and the employee's right to reply. Ask the employee to sign a copy as acknowledgement.

Can an employee be dismissed after one warning letter?

It depends on the misconduct and the company's standing orders or policies. Dismissal for misconduct generally needs a fair process: a show-cause notice, a chance to reply and, for serious charges, an inquiry.

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