Employee Warning Notice Form Template

Create clear, compliant employee warning documentation that protects your organization and ensures fair treatment. This professional template helps you document incidents, set clear expectations, and track improvement plans.

1 / 2

Employee Warning Notice Form Template

An employee warning notice form is a formal HR document used to address and document workplace performance issues, policy violations, or behavioral concerns. This professional template ensures consistent documentation of disciplinary actions while maintaining clear communication between employers and employees.

What This Template Is For

This template provides a structured format for documenting employee misconduct or performance issues. It helps organizations maintain accurate records of disciplinary actions, protect against potential legal issues, and create clear improvement plans. The form includes sections for incident details, previous warnings, expected corrections, and both manager and employee signatures.

When To Use This Template

Use this warning notice form when:

  • Documenting policy violations or misconduct
  • Addressing repeated performance issues
  • Following up on verbal warnings with written documentation
  • Implementing progressive discipline procedures
  • Creating formal records of improvement plans

How To Customize It

Follow these steps to customize the warning notice:

  1. Enter the employee's basic information and employment details
  2. Select the type of violation or performance issue
  3. Document specific incidents with dates and details
  4. Outline previous verbal or written warnings
  5. Specify required improvements and deadlines
  6. Add any relevant company policies or procedures
  7. Include consequences for failure to improve
  8. Provide space for signatures and dates

Common Use Cases

This template is valuable across various situations:

  • Attendance and punctuality issues
  • Performance deficiencies
  • Policy violations
  • Behavioral concerns
  • Safety violations
  • Insubordination

Best Practices

  • Be specific and objective when describing incidents
  • Include concrete examples and dates
  • Maintain a professional, non-emotional tone
  • Reference relevant company policies
  • Clearly outline expectations and timelines
  • Keep copies for HR records

Template Variations

Adapt the template for different scenarios:

  • First Warning Notice
  • Final Warning Notice
  • Performance Improvement Plan
  • Behavioral Warning Notice
  • Safety Violation Warning

Success Stories

Organizations report improved documentation and resolution of workplace issues using this template. HR managers note better compliance tracking and reduced legal risks, while supervisors appreciate the clear structure for addressing employee concerns.

Frequently Asked Questions

How many copies of the warning notice should be made?

Create three copies: one for the employee, one for their personnel file, and one for the immediate supervisor.

Should the employee sign the warning notice?

Yes, the employee should sign to acknowledge receipt, though they may note their disagreement. If they refuse to sign, document this with a witness present.

How long should warning notices be kept on file?

Retain warning notices in employee files for at least 3 years or according to your company's record retention policy and local regulations.

Can an employee submit a written response?

Yes, employees should be allowed to submit a written response to be attached to the warning notice in their personnel file.

Is a witness required when delivering a warning notice?

While not always required, having an HR representative or another manager present is recommended when delivering warning notices.

Customize Your Employee Warning Notice Form

Adapt this warning notice template to your specific situation with these key details