What is a Final Written Warning Letter Sample?
A Final Written Warning Letter Sample is a formal document issued by an employer to an employee who has failed to correct a performance or behavioral issue despite prior warnings. This letter is a critical step because it signifies the employer's intent to potentially terminate employment if the specified issues are not resolved. It's not a surprise; it should be the culmination of a series of discussions and documented feedback. Here's what you'll typically find in a final written warning:- Clear identification of the employee and the employer.
- A detailed description of the specific issue(s) that led to the warning.
- References to previous discussions, warnings, or performance improvement plans.
- Specific expectations for improvement and a timeline for achieving them.
- Consequences of failing to meet these expectations, including potential termination.
- A section for the employee to sign, acknowledging receipt (not necessarily agreement).
| Section | Purpose |
|---|---|
| Issue Description | What exactly is the problem? |
| Previous Actions | What has been done before? |
| Expected Improvement | What needs to change and by when? |
| Consequences | What happens if it doesn't change? |
Final Written Warning Letter Sample: Poor Attendance
Date: [Date]
To: [Employee Name]
From: [Your Name/Manager Name]
Subject: Final Written Warning - Attendance Record
Dear [Employee Name],
This letter serves as a final written warning regarding your attendance record. Despite previous discussions on [Date(s) of previous discussions] and verbal/written warnings issued on [Date(s) of previous warnings], your pattern of unexcused absences and lateness has continued. Specifically, you have been absent on [List specific dates of absences] and arrived late on [List specific dates of lateness].
As outlined in the company's attendance policy, reliable attendance is a fundamental requirement for all employees. Your current attendance record negatively impacts team productivity and the ability of your colleagues to perform their duties effectively.
We require immediate and sustained improvement in your attendance. Effective immediately, you are expected to adhere to your scheduled work hours and follow the proper procedures for reporting any necessary absences or lateness. Any further unexcused absences or excessive lateness within the next [Number] days/weeks will be grounds for further disciplinary action, up to and including termination of your employment.
We are committed to supporting your success, and if you are experiencing any challenges that are affecting your ability to meet these expectations, please discuss them with me or Human Resources immediately.
Please sign and return a copy of this letter to acknowledge that you have received and understood its contents. Your signature does not necessarily indicate agreement with the statements made herein.
Sincerely,
[Your Name/Manager Name]
[Your Title]
Employee Signature: ________________________ Date: _______________
Final Written Warning Letter Sample: Failure to Meet Performance Expectations
Date: [Date]
To: [Employee Name]
From: [Your Name/Manager Name]
Subject: Final Written Warning - Performance Improvement Required
Dear [Employee Name],
This letter serves as a final written warning regarding your performance in your role as [Employee's Job Title]. Despite our previous discussions on [Date(s) of previous discussions] and the established Performance Improvement Plan (PIP) dated [Date of PIP], your performance has not yet reached the required standards. Specifically, the areas needing significant improvement include [List specific performance areas, e.g., accuracy of reports, customer service feedback, project completion rates].
We have outlined specific goals and metrics for your role, including [Mention specific metrics/goals]. Currently, your performance is falling short of these expectations, as evidenced by [Provide specific examples or data, e.g., "Your error rate on the Q3 sales reports was 15%, exceeding the target of 3%", "Customer satisfaction scores in your department have averaged 65%, below the departmental goal of 85%"].
We require immediate and sustained improvement in the aforementioned areas. You are expected to meet the outlined performance metrics consistently starting immediately and continuing for the next [Number] days/weeks. Failure to demonstrate significant and lasting improvement by [Date] will result in further disciplinary action, up to and including termination of your employment.
We are here to provide the necessary support. Please schedule a meeting with me within 24 hours to discuss how we can work together to achieve these expectations.
Please sign and return a copy of this letter to acknowledge receipt and understanding.
Sincerely,
[Your Name/Manager Name]
[Your Title]
Employee Signature: ________________________ Date: _______________
Final Written Warning Letter Sample: Violation of Company Policy
Date: [Date]
To: [Employee Name]
From: [Your Name/Manager Name]
Subject: Final Written Warning - Violation of Company Policy on [Specific Policy Name]
Dear [Employee Name],
This letter is a final written warning concerning your violation of the company's policy on [Specific Policy Name], as detailed in the Employee Handbook. On [Date of incident], you were found to be in violation of this policy by [Clearly state the violation, e.g., "using company equipment for personal, unauthorized purposes", "disclosing confidential client information"].
This policy is in place to [Briefly explain the purpose of the policy, e.g., "ensure the security of our client data", "maintain a professional and productive work environment"]. Your actions on [Date of incident] were a direct contravention of this policy, and despite previous discussions on [Date(s) of previous discussions] about adhering to company policies, this violation has occurred.
We expect you to fully comply with all company policies moving forward. Any further violations of the [Specific Policy Name] policy, or any other company policy, will lead to further disciplinary action, up to and including immediate termination of your employment.
It is imperative that you review and understand all company policies. If you have any questions regarding this policy or any other company rules, please do not hesitate to speak with me or Human Resources.
Please sign and return a copy of this letter to acknowledge receipt and understanding.
Sincerely,
[Your Name/Manager Name]
[Your Title]
Employee Signature: ________________________ Date: _______________
Final Written Warning Letter Sample: Unacceptable Workplace Conduct
Date: [Date]
To: [Employee Name]
From: [Your Name/Manager Name]
Subject: Final Written Warning - Unacceptable Workplace Conduct
Dear [Employee Name],
This letter serves as a final written warning regarding your recent conduct in the workplace. On [Date of incident(s)], your behavior, specifically [Describe the conduct in detail, e.g., "engaging in disruptive arguments with a colleague", "using inappropriate language", "displaying unprofessional behavior towards a client"], was unacceptable and in violation of our company's code of conduct and commitment to a respectful work environment.
We have previously addressed similar concerns with you on [Date(s) of previous discussions/warnings]. Such behavior creates a negative atmosphere for your colleagues and can damage our professional relationships. Our company policy clearly states that all employees are expected to maintain a professional and respectful demeanor at all times.
We require immediate and permanent correction of this behavior. You are expected to conduct yourself professionally and respectfully in all interactions with colleagues, clients, and management. Any recurrence of such unacceptable conduct will result in further disciplinary action, up to and including termination of employment.
We encourage you to reflect on your actions and commit to a positive change. If you need guidance on professional conduct or are experiencing personal difficulties that may be influencing your behavior, please reach out to discuss this further.
Please sign and return a copy of this letter to acknowledge receipt and understanding.
Sincerely,
[Your Name/Manager Name]
[Your Title]
Employee Signature: ________________________ Date: _______________
Final Written Warning Letter Sample: Safety Violation
Date: [Date]
To: [Employee Name]
From: [Your Name/Manager Name]
Subject: Final Written Warning - Safety Violation
Dear [Employee Name],
This letter is a final written warning regarding a serious safety violation that occurred on [Date of incident]. You were observed [Describe the safety violation, e.g., "operating machinery without proper safety equipment", "failing to follow established lockout/tagout procedures", "creating a tripping hazard by not properly storing materials"].
The safety of all our employees is paramount, and adherence to safety protocols is non-negotiable. Your actions on [Date of incident] directly contravened our safety procedures and put yourself and potentially others at risk of injury. We have previously discussed the importance of safety compliance with you on [Date(s) of previous discussions].
You are required to immediately and consistently adhere to all safety regulations and procedures relevant to your role. This includes [List specific safety requirements related to the violation]. Any further safety violations, regardless of severity, will be grounds for immediate disciplinary action, up to and including termination of employment.
We expect you to take full responsibility for your safety and the safety of others. Please ensure you are familiar with all safety guidelines and ask for clarification if you are unsure about any procedure.
Please sign and return a copy of this letter to acknowledge receipt and understanding.
Sincerely,
[Your Name/Manager Name]
[Your Title]
Employee Signature: ________________________ Date: _______________
Final Written Warning Letter Sample: Insubordination
Date: [Date]
To: [Employee Name]
From: [Your Name/Manager Name]
Subject: Final Written Warning - Insubordination
Dear [Employee Name],
This letter serves as a final written warning regarding your recent act of insubordination. On [Date of incident], you [Clearly describe the act of insubordination, e.g., "refused to carry out a direct and reasonable instruction from your supervisor, [Supervisor's Name]", "openly defied a legitimate company directive"].
Insubordination is a serious offense that undermines the authority of management and disrupts the operational efficiency of the team. As previously discussed on [Date(s) of previous discussions], all employees are expected to follow the lawful and reasonable directions of their supervisors.
We require immediate and complete cessation of any insubordinate behavior. You are expected to follow all instructions and directives from your supervisors in a timely and professional manner. Failure to do so will result in further disciplinary action, up to and including termination of employment.
It is crucial that you understand the importance of a hierarchical structure and respectful communication within the workplace. If there are any concerns or questions about an instruction, they should be raised appropriately and professionally, not through refusal to comply.
Please sign and return a copy of this letter to acknowledge receipt and understanding.
Sincerely,
[Your Name/Manager Name]
[Your Title]
Employee Signature: ________________________ Date: _______________
Final Written Warning Letter Sample: Social Media Policy Violation
Date: [Date]
To: [Employee Name]
From: [Your Name/Manager Name]
Subject: Final Written Warning - Social Media Policy Violation
Dear [Employee Name],
This letter serves as a final written warning regarding your violation of the company's Social Media Policy, specifically concerning [Describe the violation, e.g., "posting disparaging remarks about the company on a public social media platform", "sharing confidential company information via social media", "engaging in online behavior that negatively reflects on the company's reputation"]. This occurred on [Date(s) of violation].
Our Social Media Policy, which you acknowledged upon hire, is designed to protect the company's reputation, intellectual property, and the privacy of our employees and clients. Your actions on [Date(s) of violation] were in direct contradiction of this policy, as outlined in section [Refer to specific section of policy if applicable]. We have previously discussed the importance of this policy with you on [Date(s) of previous discussions].
You are required to immediately cease all activities that violate the company's Social Media Policy. Moving forward, you must ensure that any online activity associated with your personal accounts does not negatively impact the company's reputation or violate any company policies. Any further violations will lead to disciplinary action, up to and including termination of your employment.
We encourage you to review the company's Social Media Policy again. If you have any questions about what is considered acceptable or unacceptable online conduct, please do not hesitate to consult with Human Resources.
Please sign and return a copy of this letter to acknowledge receipt and understanding.
Sincerely,
[Your Name/Manager Name]
[Your Title]
Employee Signature: ________________________ Date: _______________