10 Warning Email Sample Templates for Effective Communication

Warning Email Sample: Protect Your Business Now

In the fast-paced business world of today, the importance of maintaining a safe and secure environment cannot be overstated. Security breaches can result in significant losses, which ultimately impact your company’s bottom line. One way to prevent these losses is by sending out warning emails to employees about potential security threats. These emails can serve as a proactive measure to protect your business against attacks.

To make the process easier, we have compiled warning email samples that you can use to inform employees about the latest security threats. These samples provide a starting point for crafting your own warning emails. You can edit them as needed to fit the unique needs of your business and industry.

It’s crucial to stay ahead of potential security threats, and these emails can help you do just that. They communicate clearly and directly about any potential security risks, instilling a sense of urgency in employees to take appropriate measures to protect themselves and the company.

Don’t wait until it’s too late to take action. Our warning email samples can help you stay proactive and keep your business safe from harm. So, go ahead and browse through our samples to get started. Protect your business now!

The Best Structure for a Warning Email Sample

Writing a warning email to an employee, colleague, or contractor can be a challenging task. You want to get your point across without coming across as rude or aggressive, but you also need to make sure that you are clear and concise. In order to strike the right balance, it’s important to structure your email in a way that is easy to read and understand. Here are some tips on how to structure your warning email:

1. Start with a clear subject line

The subject line of your email should clearly convey the purpose of your message. Avoid using vague or cryptic subject lines that may confuse the recipient. Instead, use a subject line that clearly states what the email is about, such as “Warning Regarding Poor Performance” or “Reprimand for Violating Company Policy.” This will ensure that the recipient knows exactly what to expect when they open the email.

2. Begin with a clear statement of the problem

In the first paragraph of your email, clearly state the problem that needs to be addressed. This might include poor performance, a violation of company policy, or other issues that need to be addressed. Use language that is clear and concise, and avoid using overly harsh or aggressive language. Your goal is to communicate the issue in a way that is firm but fair.

3. Provide specific examples

To make your warning email more effective, provide specific examples of the behavior or performance that needs to be addressed. This could include specific incidents or situations where the individual has not met expectations. By providing specific examples, you make it clear to the recipient what exactly they need to improve on.

4. Clearly state the consequences

Make sure that you clearly state the consequences of not addressing the issues outlined in your email. This could include further disciplinary action, including termination, if the behavior or performance does not improve. By making the consequences clear, you are ensuring that the recipient understands the seriousness of the situation.

5. Offer support and resources

In order to help the recipient improve their performance or behavior, it’s important to offer support and resources. This might include additional training or mentoring, or other resources that can help the individual improve. By offering support and resources, you are showing the recipient that you are invested in their success, and that you want to help them improve their performance in a positive way.


Writing a warning email can be challenging, but by following these tips you can create a structure that is effective, clear, and fair. Remember to start with a clear subject line, begin with a clear statement of the problem, provide specific examples, clearly state the consequences, and offer support and resources to help the recipient improve. By using this structure, you can ensure that your warning email is effective, and that the recipient understands what they need to do to improve their performance or behavior.

7 Warning Email Samples for Different Reasons

Warning About Late Submission of Project

Dear [Employee Name],

I am writing to inform you that your project submission is now overdue. As per our previously agreed deadline, the project should have been submitted before the end of last week.

This delay puts the overall timeline of the project in jeopardy, causing delays in other team members’ responsibilities. As a result, I would like to remind you that it is critical to ensure that you meet your deadlines going forward.

Please take note of this warning and complete your projects within the agreed timelines going forward.

Best regards,

[Your name]

Warning About Failed Quality Check

Dear [Employee Name],

I am disappointed to inform you that your work did not meet the company’s quality standards as observed by the quality control team. Your performance was rated below the expected level and not in line with our quality compliance policies.

I would like to remind you that we highly value our customers’ satisfaction, and it is our responsibility to deliver quality work. Please take note of this warning, and I expect to see an improvement in your performance going forward.

Best regards,

[Your name]

Warning About Dress Code Violation

Dear [Employee Name],

I am writing to remind you that our company has specific guidelines on professional attire in the workplace. Your recent mode of dressing does not meet our requirements for professionalism.

I would like to remind you to dress appropriately for work and abide by the company’s dress code policy. Please bear in mind that our image reflects the kind of services we deliver to our customers.

Best regards,

[Your Name]

Warning About Attendance Issues

Dear [Employee Name],

I would like to express my concern about your frequent absence from work lately. The company depends on its employees to deliver its services and meet its objectives, and as an employee, attendance is key to achieving this goal.

I would like to remind you that work attendance is critical to your performance appraisal, and failure to meet the requirements under this policy may lead to disciplinary measures. Please ensure that you attend work regularly and be timely.

Best regards,

[Your name]

Warning About Violating Company Social Media Policy

Dear [Employee Name],

I am writing to remind you that the company has strict guidelines on social media usage in connection with work. Recent actions online have violated the company’s social media policy. Please be aware that such acts can damage the company’s reputation, and it is important to avoid them entirely.

Please take note of this warning and ensure that you read through the company’s policies and comply with them in connection with your social media presence.

Best regards,

[Your name]

Warning About Using Office Equipment for Personal Use

Dear [Employee Name],

I would like to draw your attention to our company’s policy prohibiting the use of office equipment for personal use. Recently, it has come to my notice that you have been using company resources to fulfill your personal obligations, which is not acceptable.

Your actions are causing inconveniences and affecting the overall workflow of the office. Please take note of this warning and ensure that you adhere to our company policy going forward.

Best regards,

[Your name]

Warning About Unsatisfactory Interpersonal Behavior

Dear [Employee Name],

I want to bring to your attention recent incidents in the workplace where you behaved unprofessionally and in a manner that is not in line with the company’s core values. As a member of our team, the company expects positive and appropriate behavior towards all staff and customers; anything else is unacceptable.

Please take note of this warning and work towards improving your communication and interactions with your colleagues. As a company, we value professionalism, teamwork and positive behavior towards our associates and customers.

Best regards,

[Your name]

How to write an effective warning email

It’s never easy to send a warning email to someone, especially if it’s for something that they may not agree with. However, there are some tips that you can follow to make the email more effective and avoid any misunderstandings.

1. Be clear and concise. The recipient should be able to understand the warning clearly and quickly. Avoid using jargon or technical terms that may be confusing.

2. Use a professional tone. While it’s important to be firm, it’s also important to be respectful and professional. Avoid using aggressive language or making personal attacks.

3. Provide specific examples. If the warning is related to a specific incident or behavior, be sure to provide clear examples so that the recipient can understand exactly what is being addressed.

4. Offer a solution. Rather than just pointing out the problem, offer a solution or some suggestions for how the recipient can improve the situation. This can help to avoid any defensiveness or resistance from the recipient.

5. Follow up. After sending the warning email, be sure to follow up to ensure that the recipient has received it and to address any questions or concerns they may have.

Writing a warning email can be difficult, but following these tips can help to make it more effective and professional.

FAQs about Warning Email Sample

What is a warning email?

A warning email is a communication tool used by organizations to inform an employee of a behavior or performance issue that needs to be addressed. It serves as an official warning that the employee needs to correct their behavior or face further consequences.

What should be included in a warning email?

A warning email should clearly state the issue at hand, specific examples of the behavior or performance issue, the expected standard of behavior or performance, and the consequences if no improvement is made.

Can a warning email be sent via personal email?

No, a warning email should always be sent through official company channels, such as the employee’s work email or through HR.

What is the best way to deliver a warning email?

A warning email should be delivered in a professional and respectful manner. It is recommended to schedule a meeting with the employee to discuss the issue in person and then follow up with a written warning email.

Are warning emails confidential?

Warning emails should be kept confidential and only shared with those who have a legitimate business reason to know about the issue. They should not be shared with any unauthorized individuals or posted publicly.

Can an employee dispute a warning email?

Yes, an employee can dispute a warning email and provide their side of the story. It is important to give the employee the opportunity to explain their perspective before making any final decisions or taking further action.

What should an employee do after receiving a warning email?

An employee should take the warning seriously and take steps to correct the behavior or performance issue. They should also seek feedback and support from their manager or HR to ensure they are meeting the expected standards.

Thanks for Checking Out Our Warning Email Sample!

We hope our warning email sample was helpful and informative for your future endeavors. Remember that sending an email with a proper tone can go a long way, especially when it comes to addressing issues or raising concerns. Feel free to browse our website for more email templates and other useful tools. Thanks for reading and come back soon!