A written warning records a conduct or performance problem, the rule that was broken and what must change. Clear, factual warnings make discipline fair and consistent.
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Important: please read
This template is a free starting point, not legal advice. MadyHR.ai is not a law firm and cannot give legal advice. Employment law is different in every state, and some cities have their own rules. Laws also change. Before you use this template, check it against the laws where your employees work, and speak to an employment attorney or your state labor department if you are unsure. You use this template at your own risk, and MadyHR.ai accepts no responsibility for how it is used. Links to official government websites are given for information only; MadyHR.ai is not affiliated with or endorsed by any government agency.
When to use this template
After a verbal warning has not worked
A serious one-off conduct issue
Recording a disciplinary meeting
Tips before you use it
Stick to facts: what happened, when, and which policy it breaks.
Treat similar problems the same way for everyone.
Give the employee a chance to respond in writing.
Be careful about timing — discipline soon after a complaint, injury report or leave request can look like retaliation.
Template preview
Replace everything in [brackets] and delete the notes for employers before you use it. The Word download contains the full template.
[Company Name]
Employee Written Warning
Employee: [Employee Name]
Job title: [Job Title]
Manager: [Manager Name]
Date of warning: [Date]
Type (verbal warning record / first written / final written)
What happened
Describe the facts, including dates, times and anyone involved.
Description
Policy or standard not met
Policy / expectation
Previous discussions or warnings
Date
Type
Summary
What must change
Expected improvement
By when
Support offered
Next steps
If the problem continues, further discipline may follow, up to and including termination. This warning does not change the at-will nature of employment.
Employee response
Employee comments
Signing confirms receipt of this warning, not agreement with it.
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