1st Written Warning Letter Examples and Policies


Loser Sign of Forehead

We hope that these 1st written warning letter examples offered are helpful to you. It's important to keep in mind the difference between poor performance and poor behavior.

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1st Written Warning Letter 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.

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.




Sample Employee Conduct Policy

Man Holding Hands of Ears

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.

Following your supervisor's instructions/directions is a critical element of our Company's success, and yours. By doing so, it ensures that we maintain order, consistency, and everyone's safety. In the event you feel that your supervisor is directing you to perform a duty that is unsafe, illegal, or a task you have not been adequately trained to perform, you are to immediately state this and request to speak with senior management. 




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1st Written Warning Letter 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.



1st Written Warning Letter for Absenteeism

ManSayingYourFired

August 4, 2022


Mr. Ronald Reagan:

This 1st written warning letter is being issued for attendance. In accordance with our employee handbook any employee that has four unscheduled absent periods in a twelve-month rolling calendar period is subject to receiving a written warning.


Specifically, you had the following unscheduled absent periods; June 1, 2009, September 22, 2009, January 9, 2010, and the fourth on April 4, 2010. On each of the above dates you were scheduled to work and called in sick to your supervisor.


Going forward it is important to understand that if you incur another unscheduled absent period, you may be subject to progressive discipline, up to and including possible termination.


In addition, if you feel there are circumstances that make you eligible for any state or federal program, such as, the Family Medical Leave Act it is important to take the necessary steps to qualify. Please identify your desire to your supervisor if you feel you are eligible.


Craig Kolby

Supervisor,

Ronald Reagan

Employee,

Hope this example helped you better understand how easy it can be to prepare a 1st written warning letter in the event you have a staff member that is not complying with company rules.


1st Written Warning Letter for Absenteeism

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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.



Attendance policy

The company expects all employees to be at work, on time, and ready to begin work when scheduled. Schedules will be posted at least one week in advance. There is no grace period; therefore, when an employee is unable to be to work, whether on time or not at all, they are expected to contact a member of management prior to their scheduled shift. However, sick leave may be used in the case of medical emergency or sudden illness without prior scheduling. Any recurring patterns of absenteeism or tardiness may result in disciplinary action. Any unscheduled absent period lasting longer than three consecutive days may be required to present medical documentation upon their return stating that they were under a doctor’s care.

Not reporting to work and not calling to report the absence is a no-call/no-show and is a serious matter and will expose the employee to the various penalties of the process of progressive discipline. Any employee who has three consecutive days of no-call/no-show will be considered voluntarily resigning their employment with XYZ Company.



Sexual Harassment 6

1st Written Warning Letter 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.



Sexual Harassment 11

1st Written Warning Letter 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

Sexual Harassment 10

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.




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.

Please enjoy reviewing the multiple written warning letter examples.



1st Written Warning Letter 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.


Sleep at Work

1st Written Warning Letter 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.



Workplace Safety Policy


XYZ Company believes in taking every reasonable precaution possible to ensure that employees have a safe and healthy working environment. This is why safety measures and SOPs (Standard Operational Procedures) have been developed and put in place for the protection of all the staff members of the company. However, please bear in mind that it is ultimately the responsibility of each and every staff member to help prevent accidents of any kind. To ensure the continuation of a safe workplace and environment, all employees should review and understand all the provisions of the company’s workplace safety requirements. All Staff members should use all safety and protective equipment that has been provided to them as per the nature of their work. Moreover, it is the duty of every employee of the company to maintain work stations and areas in a safe, orderly and uncluttered manner, free from any kind of hazardous conditions. All staff members who have been observed to indulge in unsafe practices and/or conditions should immediately be reported to their supervisor or management so as to help ensure a safe environment for all the employees of the company.

It is the responsibility of each staff member to identify and familiarize themselves with the emergency exit and/or plan for their working area in case of disasters such as fire, weather-related events, medical crises and terrorism and crime related emergencies.

Moreover, employees are also strictly prohibited from making threats against anyone in connection with his/her work or engaging in violent activities while in the employ of the company. Any questions regarding safety and safe practices should be directed to you supervisor or management.



1st Written Written Warning Letter 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

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.


1st Written Written Warning Letter 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

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.


First Step Prior to Issuing a 1st Written Warning Letter

1st written warning

Part of any good progressive discipline plan is to outline what an employee can expect if they display poor behavior in the workplace. Some examples of poor behavior would be:

  • Tardiness
  • Poor Attendance
  • Not Following the Directions of Their Supervisor - Insubordination
  • Fighting
  • Theft
  • Sleeping
  • Disrespectful Behavior
  • Intoxication or Under the Influence
  • Safety Violations

This list could be longer, but I hope you get the point. The behaviors above include some less severe ones, as well as, some pretty major violations. As an example, someone that is stealing in my opinion would be terminated immediately. On the other hand, someone that is tardy could be disciplined to help them understand that if their behavior continues it could cost them their job.

1st written warning

Counseling versus 1st Written Warning

My recommendation is that on any minor first offense, such as being tardy, should be addressed with a written counseling or a documented verbal warning. Both should be placed in the employee’s personnel file and maybe discarded/remove after six months or so if there are no further violations.

However, if there are further violations for any poor behavior the counseling or documented verbal warning would be used to solidify the company’s attempt to have warned the employee in previous employment actions that their behavior was in question. The counseling and/or documented verbal warning would be reference in your 1st written warning letter to the employee. As an example:

  • This 1st written warning letter is being issued for tardiness.
  • Specifically, you were tardy three times in the past four weeks and received a formal counseling letter on October 15, 2021, outlining the dates and times you were tardy. Since being issued that formal counseling letter you were tardy twelve minutes again on October 21, 2021.
  • Our Employee Policy Manual covers our attendance policy and you signed acknowledging you received a copy of that policy on January 6, 2019.

The written warning could go on to say what will happen if the employee violates another work rule, up to and including termination. However, the goal of discipline should not be to go from zero to termination unless the violations is severe, such as for stealing, like I mentioned earlier. Since the cost of hiring and training an employee is expensive, the goal of discipline should always be to correct/change poor behavior and not to punish.

Remember, although you can’t announce you have taken action against the employee when they do something wrong, I am certain they will let everyone know themselves. It is human nature for that employee to reach out to another fellow employee who will spill the beans to someone else, etc. This ensures that everyone knows the poor behavior will not be tolerated.

Also, make sure you take equal action for the same or similar violations no matter how good or bad the employee is. This will get you in big trouble if the employee files an unlawful work practice or termination. Especially, if the employee is in a protected class, such as, race, religion, sex, age, etc.

Thank you and good luck and may God bless you.


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1st Written Warning Letter for Attendance

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It is very important that you make sure all the facts are in order prior to moving forward. This simply means that you should do a mini-investigation, sometimes known as fact finding. This is a key part of any written warning you issue whether for attendance or any other poor behavior demonstrated by the employee.

Too many times I have seen employers go forward without verifying any of the real facts. For instance, in a written warning for attendance I would make sure that I had a copy of the time sheets, the employees schedule, a copy of the employee handbook outlining the policy, and any other evidence. I would also keep this evidence and a copy of the signed written warning in an evidence file for a long period of time in case the employee brings an employment law suit.

The employee had his fourth unscheduled absent period on April 4, 2010.

In the following sample written warning letter for attendance I have provided the assumed facts;

Your attendance policy as stated in your employee handbook outlines that an employee who has more than four unscheduled absent periods in a one year rolling calendar period is subject to receiving a written warning.

The employee has three previous unscheduled absent periods; June 1, 2009, September 22, 2009, and January 9, 2010.

The employee had his fourth unscheduled absent period on April 4, 2010.

The employee was not qualified for any state or federal program such as the Family Medical Leave Act.

The work schedules for all dates show that the employee was scheduled to work.

On each date the employee called in sick.


Employee Termination Paper Larger One


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