Warning Letter Examples and Policies



We hope that the warning letter examples offered are helpful to you. It's important to keep in mind the difference between calling a failure to perform their duties performance or behavior.

The most important question to ask is "Can't" or "Won't."

"Can't" is when the employee has the ability to perform but doesn't. "Won't" is when the employee does not have the skills to do the work for some reason such as lack of training.



Warning Letter Examples for Disrespectful Behavior




January 5, 2011

< Dear Mr. Bruce T. Dearheart:

This written warning is being issued to you for disrespectful behavior.

Specifically, on January 2, 2011, at approximately 10:30 am you told a fellow employee to get out of your area when they were attempting to follow the direction of your supervisor. This was observed and heard by your supervisor. continued below...















Going forward it is important that you respect all individuals in the workplace. If you have a question about the actions of someone else it is important that you address your concern directly with your supervisor and not the employee.

Mr. Dearheart, in the future if you violate any company policy or demonstrate poor behavior you will be subject to additional disciplinary action up to and including possible termination.



Paul S. Greenwald
Supervisor



Bruce T. Dearheart
Employee

By signing this warning letter it only confirms that the contents of this letter was discussed with you and does not indicate that you agree or disagree with it.

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progressive discipline process


Sample Employee Conduct Policy - Should be a part of your employee handbook.

Every individual is expected to execute their assigned duties as directed during on duty time. It is also critical to our success that every individual will respect and cooperate with other staff members and customers to perform their assigned duties. In the event there is ever a conflict it is the responsibility of everyone to bring that to the attention of their supervisor for resolution and will not engage with any other individual. It is also important to understand that excessive talking and/or horseplay can distract and place individual’s safety or dignity at risk, as well as, decrease productivity. All individuals are to remain in their assigned work area during duty time. The above policy is for the safety and welfare of all employees and violations will not be tolerated.

Warning Letter Examples for Disrespectful Conduct




March 3, 2011



Dear Ms. Alice P. Braveheart:


You are being issued this warning letter for disrespectful conduct that is a violation of our company policy as outlined in our employee handbook. You were issued a company handbook which you signed for on September 25, 2010.

Specifically, on March 1, 2011, at approximately 2.45 pm you told a customer that you were too busy to help them. After speaking with your supervisor you confirmed that you instructed the customer to find someone else to help them and that you were hoping to go to lunch.




Going forward it is important to understand that our customer is a top priority and that until you are relieved for a break or lunch you are instructed to always help them. On page 33 or our employee handbook it confirms that you are only to take a break when properly relieved by your supervisor.

Ms. Braveheart, any future violations will result in possible disciplinary action up to and including dismissal.



Paul S. Greenwald
Supervisor



Alice P. Braveheart
Employee

By signing this warning letter it only confirms that the contents of this letter was discussed with you and does not indicate that you agree or disagree with it.

Sample Employee Conduct Policy



Every individual is expected to execute their assigned duties as directed during on duty time. It is also critical to our success that every individual will respect and cooperate with other staff members and customers to perform their assigned duties. In the event there is ever a conflict it is the responsibility of everyone to bring that to the attention of their supervisor for resolution and will not engage with any other individual. It is also important to understand that excessive talking and/or horseplay can distract and place individual’s safety or dignity at risk, as well as, decrease productivity. All individuals are to remain in their assigned work area during duty time. The above policy is for the safety and welfare of all employees and violations will not be tolerated.



Warning Letter Examples for a Safety Violation




April 22, 2011



Dear Mr. Howard H. Peterson:


You are being issued this warning letter for violating our company safety policy.

Specifically, on April 20, 2011, you willfully disregarded a fellow employees request for you to perform the proper lock out tag out procedure before performing maintenance on a piece of equipment. You received annual training on the proper lock out tag out procedure on February 5, 2011.

Going forward it is extremely important not only for your safety, but the safety of every other employee as well. As part of this warning letter I am assigning you to attend another online company training class on Lock Out Tag Out as soon as possible, but no later than April 25, 2011.

Mr. Peterson, any future safety violations, or any violations of company policy or procedures will result in disciplinary action up to and including possible termination.



Paul S. Greenwald
Supervisor



Howard H. Peterson
Employee

By signing this warning letter it only confirms that the contents of this letter was discussed with you and does not indicate that you agree or disagree with it.



Warning for a Safety Violation




March 13, 2011



Dear. Ms. Betty A. Long:


You are being issued this warning letter for a safety violation involving a patient.

On March 10, 2011, you answered your personal cell phone while performing your duties as a dietitian to inspect food trays during the plating process. During that phone call you failed to notice that a patient’s tray included food items that they were not permitted to have due to their medical condition. As stated in our employee handbook the use of personal cell phones is not permitted while on duty.

Ms. Long, as a dietitian your attention to detail is very important to our patients. Your full attention during the plating process is extremely critical to insuring that each and every food tray being prepared receives the proper food items.

Any future violations of company policy or procedures may result in disciplinary action up to and including possible dismissal.



Paul S. Greenwald
Supervisor



Betty A. Long
Employee

By signing this warning letter it only confirms that the contents of this letter was discussed with you and does not indicate that you agree or disagree with it.



Warning Letter Examples using my Personal Employee Discipline Form


EMPLOYEE DISCIPLINE FORM




Employee:      Jeremy Q. Beck              Title:  Food Service Worker      

Supervisor:    Keith L. Smith             Title:  Food Service Manager  




Type of Disciplinary Action


(check only one)



           Counseling                              X         1st Written Warning

           2nd Written Warning                         3rd Written Warning

           Termination





Previous Disciplinary Action Issued


(List date(s) and Type issued only)



Date:    4/12/11                                          Type:    Counseling           

Date:                                                           Type:                                   

Date:                                                           Type:                                   

Date:                                                           Type:                                   




Explain Behavior or Performance


(List date(s) & approximate time(s). Explain who, what, why and where. Only facts)



     You failed to follow the FIFO (First In First Out) policy which  

 caused$250 worth of food waste. This occurred on 5/28/11.
            

                                                                                                                     





Action Necessary to Correct Behavior or Performance


(List training needed or explain the correct type of behavior expected)



     Using the FIFO system is extremely important to insure our     

customer is always receiving the very freshest food possible, while

  also insuring that we do not have any unnecessary food waste.  

I instructing you to complete the online training class as a review

to the importance of FIFO.
                                                        







Explain Consequences of Future Behavior or Performance Issues




Any future violations of company policies or procedures may result

in disciplinary action up to and including possible termination.
     

                                                                                                                        






Employee Comments



                                                                                                                 

                                                                                                                 

                                                                                                                 





Signatures

(Note to Employee: By signing this form it only indicates that you have been informed of the issue, not that you necessarily agree or disagree.)



Employee:      Keith L. Smith                        Date:    5/30/11            

Supervisor:    Brett B. Thomas              Date:    5/30/11            

Witness:                                                         Date:                           
(If Necessary)



Note:   Provide a copy to the Employee and place the original in the Employee Personnel File.




Warning Letter Examples for Absenteeism





October 9, 2010



Dear Ms. Janice I. Palmer:


This warning letter is being issued to you for absenteeism which is a violation of our company policy as stated in our company handbook on page 22.

You had a total of four unscheduled absent periods on June 3, 2010, August 12, 2010, September 22, 2010, and October 7, 2010. Although you did contact your supervisor prior to your scheduled duty time, our company employee handbook states that you are only permitted three unscheduled absent periods within a twelve month rolling calendar period.

Ms. Palmer, if there is an underlying reason for your unscheduled absent periods I would encourage you to investigate any of our Company or Federal programs, such as, the Family Medical Leave Act. Although no one is questioning the validity of your reasons for the unscheduled absent periods it is extremely important that you are present and ready to perform your duties when you are scheduled.

Ms. Palmer, any future unscheduled absent periods or any other violations of company policy or procedures may result in disciplinary action up to and including possible termination.



Donald T. Appleton
Supervisor



Janice I. Palmer
Employee

By signing this warning letter it only confirms that the contents of this letter was discussed with you and does not indicate that you agree or disagree with it.



Sample Attendance Policy



This Company fully understands and recognizes the value of providing quality service to its customers. To ensure that quality, every associate is required and expected to be at work when scheduled.

When an associate is planning to be absent from any portion of a scheduled work day other than for previously scheduled vacation, that associate must notify their Supervisor no less than three (3) days prior to the absence. We also understand that there are unexpected circumstances (emergencies such as a death in the family) that may prohibit your ability to meet this requirement and in those cases it is critical that you present your request at the very earliest opportunity.

When an associate is unexpectedly unable to report to work, or is going to be late, that associate must contact their supervisor no later than two hours prior to the time that the associate is scheduled to be at work.

Failure to notify your supervisor of such absence may result in disciplinary action.

When an associate experiences unscheduled absences on consecutive days, that associate must contact their supervisor each day. Failure to notify your supervisor may result in disciplinary action. Failure to notify your supervisor for three (3) consecutive workdays will be considered your voluntary resignation. Written medical verification authorizing you to return to work will be required of any associate that exceeds an unscheduled absence for two (2) consecutive workdays.

Tardiness will not be tolerated. There is no grace period. Excessive tardiness may result in disciplinary action being taken. An associate will not be paid for the time he or she is tardy to work.

Absences for a death in the associate's immediate family (spouse, child, parent or grandparent), illness with a doctor's excuse or verifiable auto accident may be deemed "excused" absences by the Company for which no disciplinary action will be taken.





Warning Letter Examples for Sexual Harassment





August 11, 2010



Dear Mr. Robert A. Woods:


This warning letter is being issued to you for violating our company policy on Sexual Harassment as stated in the employee handbook.

After being told "No" you continued to request a date from a fellow employee.

It is critical that you understand that our company policy insures that all employees have a safe and hostile free environment. Our employee handbook clearly states our policy on sexual harassment. Unwelcome advances and/or behavior is prohibited.

Future violations of our sexual harassment policy or any policy will result in disciplinary action up to and including possible termination.



Donald T. Appleton
Supervisor



Robert A. Woods
Employee

By signing this warning letter it only confirms that the contents of this letter was discussed with you and does not indicate that you agree or disagree with it.



Sample Sexual Harassment Policy



Our Company is committed to insuring a safe workplace in which all individuals are treated fairly, with dignity and respect. Our Company promotes equal opportunities for every employee that is free from any discriminatory practices, which includes sexual harassment. Any form of sexual harassment as defined below, regardless of verbal or physical, is prohibited. Under the law sexual harassment is considered illegal and will not be tolerated.

As it relates to our policy the definition of sexual harassment is any unwelcome advances of a sexual nature or requests for sexual favors. The sexual advances, physical conduct, or action can be verbal or non-verbal. It becomes illegal when submission to or rejection of this sexual conduct is used for explicitly or implicitly as a factor in employment decisions, performance reviews, advancements, training opportunities, etc. If this sexual conduct substantially interferes with a person’s employment or creates an intimidating, hostile or offensive work environment it is also considered illegal.



Warning Letter Examples for Sexual Harassment





September 25, 2008



Dear Mr. Logan W. Harrison:


You are being issued a warning letter in response to your violation of our company's sexual harassment policy. As stated in our employee manual sexual harassment is prohibited and will not be tolerated.

On September 23, 2008, you displayed pictures of a female without clothes in the office where others could easily observe them. At least two fellow staff members asked you to remove them and you responded that they should grow up. Sexual harassment can be defined as any unwelcome acts or behavior of a sexual nature.

In the future you are directed to adhere to our sexual harassment policy as stated in our employee manual. Failure to do so will result in disciplinary action up to and including possible dismissal.

In addition, if you violate any policy or procedure you will be subject to progressive disciplinary action up to and including possible dismissal.



Paul P. Brandonson
Supervisor



Logan W. Harrison
Employee

By signing this warning letter it only confirms that the contents of this letter was discussed with you and does not indicate that you agree or disagree with it.



Sample Sexual Harassment Policy



Our Company is committed to insuring a safe workplace in which all individuals are treated fairly, with dignity and respect. Our Company promotes equal opportunities for every employee that is free from any discriminatory practices, which includes sexual harassment. Any form of sexual harassment as defined below, regardless of verbal or physical, is prohibited. Under the law sexual harassment is considered illegal and will not be tolerated.

As it relates to our policy the definition of sexual harassment is any unwelcome advances of a sexual nature or requests for sexual favors. The sexual advances, physical conduct, or action can be verbal or non-verbal. It becomes illegal when submission to or rejection of this sexual conduct is used for explicitly or implicitly as a factor in employment decisions, performance reviews, advancements, training opportunities, etc. If this sexual conduct substantially interferes with a person’s employment or creates an intimidating, hostile or offensive work environment it is also considered illegal.



Written Warning Letter Examples for Insubordination




October 19, 2009



Dear Mr. Donald T. Harrisburg:


Because you violated our policy on insubordination as stated in our employee handbook you are being issued this written warning letter. Just a reminder, this is your second written warning. Your first warning was issued to you on July 23, 2009, for tardiness.

Specifically, you raised your voice and told your supervisor to leave your work area immediately on October 21, 2009, at approximately 3:25 p.m. during a routine walk through. Upon questioning you about this incident you stated that you were fed up with your supervisor but did apologize for your behavior.

Mr. Harrisburg, this type of outburst creates disruption and confusion within our work environment. You are to be respectful of all employees including your supervisor and other senior management officials. Although there are times that we may not agree with the direction they give us it is critical that we adhere to their requests.

If you violate another policy or work rule you will be subject to discipline and/or immediate termination.


Gary P. Bloomfield
Supervisor



Donald T. Harrisburg
Employee







Written Warning Letter Examples for Insubordination



March 9, 2008



Dear Mr. Donald T. Harrisburg:


This final written warning letter and termination is being issued to you for violating our company policy on insubordination as outlined in our company handbook. On March 5, 2008, at around 9:45 a.m. you refused to follow your supervisor's direction to shut the forklift off and return to your normal duties. During that engagement you presented your middle finger to him and continued operating the forklift. This type of behavior will not be tolerated.

You are directed to return all keys, uniforms, and any other company property immediately to your supervisor. Failure to return these items may result in your being billed for the cost of replacement. In the situation of any lost keys, you will be billed for changing out any locks for security purposes. You are also being issued your final pay immediately in the amount of $1,235.68. This pay does not represent any vacation pay. This pay will be forwarded to you within the next ten days. You 'will also receive in the mail information about your benefits and any other final details.




Gary P. Bloomfield
Supervisor



Donald T. Harrisburg
Employee






Written Warning Letter Examples for Insubordination



June 28, 2011



Dear Mr. Dennis I. Hamilton:


This written warning letter is being issued for disrespectful behavior toward your supervisor. Our policy on Employee Conduct covers outlines the type of behavior our company expects from you. You received a written counseling on April 1, 2011, for your failure to follow proper safety rules.

During a staff meeting that your supervisor was conducting you yelled out to please let us get back to work. This occurred on June 22, 2011, at approximately 8:15 a.m.

This type of disrespectful behavior will not be tolerated. It is very destructive to our working environment.

In the future if you demonstrate this type of behavior or violate any company rule or policy you will be subject to discipline and possibly even immediate dismissal.


Gary P. Bloomfield
Supervisor



Dennis I. Hamilton
Employee





Thank you for reviewing this information on these warning letter examples and May God Bless You!

Written Warning Examples

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