Employee Warning Notice Email Template

3 minutes

January 8, 2025

Written by Hirex

A company can face problems due to some of its employees. In cases where an employee violates the company policies or shows poor performance for certain reasons, an employee warning notice email can be sent to that employee in question.

This content includes three employee warning notice email templates after learning general information about the employee warning notice.

What Is an Employee Warning Notice?

A formal document known as an employee warning notice is used to notify an employee of misconduct or inadequate performance at work.

In this document, the employer officially records that the employee has been informed of the problem and given a chance to make improvements.

A warning notice to an employee usually contains a thorough explanation of the insufficient performance or inappropriate behavior, the anticipated improvements, and the possible repercussions if no changes are implemented.

The warning notice is frequently the initial step in a progressive process of discipline, which may include further warnings, suspension, or even termination if the staff member fails to make the required changes.

What Is the Purpose of an Employee Warning Notice?

An employee warning can be needed when there are problems between an employee and a company. Contrary to what first comes to mind, warning notices are not the only disciplining tool used by employers. It serves more purposes than that. To understand the purpose of the warning, the points are as follows:

1. Keeping Professionalism

An employee warning notice is a fair and expert method of managing workplace conflicts. It guarantees that everyone is aware of the issue and knows what is expected of them going ahead. This open strategy promotes a respectful work environment.

2. Legal Safeguards

Employment laws protect individuals against unjust terminations. In case of a legal dispute, a company must demonstrate that they provided the staff member with a fair opportunity to correct their wrong behavior or poor performance. An employee warning notice documents these efforts at saving the organization from possible legal issues.

3. An Opportunity for Development

Giving someone a warning at work is a chance for that employee to enhance their performance or change their behavior. It gives them a road map to go back on track while simultaneously making it very evident that their current behavior is unwelcome. This approach also helps to improve organizational culture in the long term.

When to Send an Employee Warning Notice Email?

It is crucial to treat giving a warning to an employee seriously. When an employee's performance or behavior exhibits significant or persistent problems, employers ought to give a warning to the employee which is equal and fair to all staff members.

In most cases, the employee has already been fully aware of these problems, but they have not been resolved. Therefore, it would be appropriate to contact the employee via email to warn them. Here are a few examples of reasons for warning at work:

Consistently falling short of performance expectations
Frequently being late or absent without good cause
Improper or unprofessional behavior
Breaking company policy

#1 Employee Warning Notice Email Template (First Performance Warning)

Subject: Initial Warning: Performance Improvement Is Needed

Dear [Employee Name],

I hope you are doing well! I want to discuss some ongoing problems regarding your work performance. We have seen that [particular issue(s), such as missing deadlines, producing work of poor quality, or failing to fulfill goals] has not lived up to the expectations for your role for the last [time period].

We expect you to concentrate on the following area(s) to perform better:

[Specific area 1: e.g., Enhancing work quality to meet team requirements]
[Specific area 2: e.g., Regularly fulfilling deadlines]
[Specific area 3: e.g., Increasing cooperation within the team]

In [time period, e.g., two weeks], we will assess your progress and provide the support you need to succeed. To fulfill the requirements of your role, kindly make the required modifications.

Sincerely,

[your name]

[your email signature]

#2 Employee Warning Notice Email Template (Final Performance Warning)

Subject: Final Warning: Improvement Is Required Immediately

Dear [Employee Name],

This email is your last warning about the performance problems we talked about before. Unfortunately, there has not been any discernible change in [particular issue(s), such as missing deadlines, low performance, or failure to reach expectations], even after our prior discussion on [initial warning email date or meeting].

This is your final chance to fix these problems. You have to start improving right now in the following area(s):

[Specific area 1: e.g., Improving the caliber of work]
[Specific area 2: e.g., Meeting deadlines consistently]
[Specific area 3: e.g., Replying to emails within 24 hours]

If these problems are not rectified by [time period, such as one week], other disciplinary measures, such as termination, will be considered.

Kindly address this issue with the highest priority and deal with these performance problems immediately.

Best regards,

[your name]

[your email signature]

#3 Employee Warning Notice Email Template (Behavioral Warning)

Subject: Behavioral Issue: Immediate Attention Is Needed

Dear [Employee Name],

I am writing to discuss recent concerns about your workplace behavior. We have witnessed [particular behavioral problem(s), e.g., disrespectful conduct towards teammates, repeated disputes, or improper communication]. Such behaviors have a detrimental effect on teamwork and the working environment.

All staff members are expected to always act with professionalism. Consequently, we respectfully ask that you make the following adjustments:

[Particular behavior that needs improvement, e.g., Staying out of arguments with workmates]
[Particular behavior that needs improvement, e.g., Being respectful in team meetings]
[Particular behavior that needs improvement, e.g., Utilizing formal language in business communication]

Although this is a formal warning, we anticipate immediate progress. In [time period, such as one week], we will reevaluate the situation to make sure these issues have been solved.

Regards,

[your name]

[your email signature]

1. Keeping Professionalism 2. Legal Safeguards 3. An Opportunity for Development