HR template
Employee Warning Letter template
A first written warning that records the incidents in a dated table, the meeting and the employee's response, the outcome, the standard expected and a review period. It suits employers handling attendance or conduct issues fairly.
3 paragraphs, 8 clauses, 1 table, 1 signature block
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What you fill in
- [Date]
- [Employee name]
- [Your name]
- [Your company]
- [Your address]
- [Phone]
The template, in full
[Date], Private and confidential, [Employee name], Barista, Dear [Employee name],
First written warning: attendance
1 The issue. You are rostered to open the cafe, and opening depends on you being at the counter at the rostered start. The following starts were recorded over the last five weeks:
2 The meeting. We met on [Date], with a support person of your choosing present. You were told the purpose in advance, on [Date]. Your response is recorded: transport problems make the early shift hard to reach on time, and you asked to move to later starts.
3 What was considered. In reaching this decision I considered your response at the meeting, the roster and who else can open, and the verbal reminder about start times you were given on [Date].
4 Outcome. This letter is a first written warning about your attendance. Your request is partly met: from [Date], two of your four early shifts move to a 9:00 am start, and the other two stay with you.
5 What is expected. From today the expectation is simple and it is the same one that applies to everyone who opens:
The standard from today. Arrive by your rostered start time for every shift. If you are running late, text the manager before your start time, not after it.
6 Review. Your attendance will be reviewed weekly for 8 weeks, to [Date]. We will meet on [Date] to close the review and confirm the outcome.
7 Consequence. If your attendance does not meet the standard during the review period, further disciplinary action may follow, which may include a final warning or termination of your employment.
8 Support. You may raise concerns about the roster, this warning or anything affecting your attendance with me at any time, and you may bring a support person of your choosing to any further meeting.
Yours sincerely,, [Your name], Owner, [Your company]
Acknowledgement, I acknowledge that I have received this letter and had it explained to me. I understand that signing this acknowledgement does not mean I agree with its contents.