Warning Email to Employee Sample: Effective Templates and Tips

As a manager or employer, it’s not always easy to address difficult situations in the workplace. One such situation is when an employee’s behavior or performance falls below expectations. In such cases, sending a warning email to the employee is often necessary to ensure that they understand the gravity of the situation and take corrective action.

To help make things easier for you, we’ve put together some warning email templates that you can use as a starting point. These examples cover various scenarios such as poor performance, misconduct, excessive absenteeism, and more. You can easily edit them to suit your specific needs and situation.

By addressing the issue early on and in a clear and concise manner, you can help prevent the problem from escalating further. As the saying goes, prevention is better than cure. A well-crafted warning email can not only help the employee improve but also protect your business from any potential legal issues that might arise in the future.

The warning email samples we provide here are a valuable resource for any manager or employer who wants to communicate effectively and efficiently with their employees. So, feel free to use them and customize them to fit your needs. Let’s get started on the path to a better workplace environment for everyone involved.

The Best Structure for Your Warning Email to Employees Sample

Sending a warning email to an employee is serious business. Whether it’s due to misconduct, performance issues, or other concerns, it’s essential to communicate the issue clearly and professionally. Sending a poorly written email can lead to misunderstandings, resentment, and even legal trouble. To avoid these issues, it’s crucial to use the right structure when crafting your warning email. Here’s a breakdown of the best structure for a warning email to an employee sample.

1. Start with a clear subject line: The subject line should be short, descriptive, and to the point. It should let the recipient know exactly what the email is about. For example, “Warning about attendance issues” or “Performance concerns.”

2. Begin with a brief introduction: Start your email by stating the purpose of the email and summarizing the issue at hand. This will help the recipient understand the context of the email. Keep it concise and avoid using any emotional language. For example, “I am writing to you today to address some concerns that have been brought to my attention regarding your performance.”

3. State the concerns clearly: The body of the email should detail the specific concerns related to the employee’s behavior or performance. Use concrete examples and be as specific as possible. Avoid using generalizations or vague language. For example, “Your frequent absences have caused disruptions within the team and have impacted our overall productivity.”

4. Explain the consequences: It’s essential to explain the consequences of the concerns that you have raised. Be upfront about the potential outcomes if the situation is not resolved. Be clear and avoid using any threatening language. For example, “If this situation is not addressed, we may be forced to take disciplinary action.”

5. Provide a roadmap for improvement: End the email by outlining corrective measures that the employee can take to address the concerns raised. Be specific and provide clear instructions. You may also want to provide resources or support to help the employee improve. For example, “I recommend that you work with your team lead to develop a plan to improve your attendance. You may also want to consider speaking with a counselor to help address any underlying issues.”

6. End with a positive note: Although the email is focused on an issue, it’s important to end with a positive note. Reiterate the employee’s value to the organization and express your willingness to support them. For example, “We believe in your potential and want to help you succeed. Please let me know if you have any questions or concerns, and we can work together to find a solution.”

In conclusion, writing a warning email to an employee can be challenging. However, following the above structure will help you communicate your concerns clearly, professionally, and without any misunderstandings. Remember to keep your language clear and concise, and provide a roadmap for improvement. By doing so, you can help the employee understand their role in the organization, and work together towards a positive solution.

Warning Emails to Employee Samples

Warning Email for Poor Attendance

Dear [Employee name],

We are concerned about your recent attendance record, which has fallen below the company’s expectations. Frequent absences without notice not only cause disruption in the workplace but also affect the quality of work and productivity. We understand that unforeseen circumstances may arise, but it is imperative for you to inform your supervisors in a timely manner and follow proper procedures.

We urge you to take your attendance seriously and avoid further occurrences. Failing to do so may result in disciplinary action. Please contact us to discuss your attendance and any assistance you may require.

Best regards,

[Your name]

Warning Email for Violation of Company Policy

Dear [Employee name],

It has come to our attention that you have violated the company’s policy [specify policy]. We take such matters seriously as they negatively impact the work environment and may result in consequences that affect everyone involved.

We urge you to read and adhere to the company’s policies, procedures, and guidelines. Ignorance is not an excuse for breaching compliance and conduct requirements. We encourage you to contact us if you have any questions or concerns regarding the policies.

We hope to see a positive change in your behavior in the workplace. Failure to comply with the company’s policies may result in further disciplinary action, including termination of employment.

Best regards,

[Your name]

Warning Email for Violation of Confidentiality Agreement

Dear [Employee name],

We have reason to believe that you have breached the confidentiality agreement that you signed upon joining our company by disclosing confidential information to a third party. Confidentiality is a critical aspect of our business, and breaches of such agreements adversely affect our reputation and might result in severe ramifications, including legal action.

We urge you to take the matter seriously and refrain from further misconduct. We also encourage you to familiarize yourself with the confidentiality agreement and take the necessary steps to prevent future violations.

The company takes such violations very seriously, and further misconduct may result in disciplinary action up to and including termination of your employment.


[Your name]

Warning Email for Insubordination

Dear [Employee name],

We have received reports of your insubordinate behavior towards your superiors, which includes disrespectful language, disruptive behavior, and reluctance to follow instructions. Such conduct is unacceptable in any workplace and detrimental to the productivity and morale of the team.

We urge you to correct your behavior and work together with the management to create a positive and productive work environment. Failure to do so may result in disciplinary action, up to and including termination of employment. We encourage you to contact us to discuss how we can help you address the issue and make significant improvements.

Best regards,

[Your name]

Warning Email for Poor Performance

Dear [Employee name],

We have noticed a decline in your performance over the past [specify time]. We value your contribution to the company, and we are disappointed with the results seen lately.

We urge you to take your responsibilities seriously and improve your performance. We understand that you may encounter obstacles, but we expect that you take the initiative to find solutions to overcome them. We invite you to meet with us to discuss any challenges you are facing and how we can support you to achieve your goals.

Remain assured that we are committed to assisting you in realizing your potential as an employee. However, the persistent failure to meet performance standards may result in further disciplinary action, including termination of your employment.

Best regards,

[Your name]

Warning Email for Harassment

Dear [Employee name],

We have received reports of your inappropriate behavior towards your colleagues, which includes [specify behavior]. Such conduct is unacceptable in the workplace and goes against our company’s values of respect, diversity, and inclusivity.

We urge you to take the matter seriously and refrain from any further misconduct. We also encourage you to familiarize yourself with the company’s harassment policy and take the necessary steps to prevent future offenses.

The company takes harassment very seriously, and any further misconduct, including retaliation against anyone who has reported or assisted in an investigation of a harassment complaint, may result in immediate disciplinary action, including termination of employment.


[Your name]

Warning Email for Safety Violation

Dear [Employee name],

We have observed that you have violated the company’s safety policy [specify policy]. Safety is of utmost importance to us, and every employee must adhere to safety guidelines to prevent accidents and injuries in the workplace.

We urge you to take the matter seriously and follow the safety protocols and procedures. Ignorance of the policy is not an excuse for violating the safety guidelines, and we encourage you to seek clarification if you have any doubts or questions. We also recommend that you take the necessary corrective actions to address any safety hazards you notice or come across in your work.

Further violations may result in disciplinary action, which may include suspension or termination of employment, and we hope that you will take this warning seriously and make the necessary changes to ensure your compliance with the company’s safety policy.

Best regards,

[Your name]

Tips for Writing a Warning Email to an Employee

Communicating sensitive information through email can be difficult, especially when it concerns a warning or disciplinary action. Here are a few tips to help you craft a warning email that is clear, firm, and respectful:

  • Be direct and concise. Start your email with a clear statement of the problem or issue, and follow up with a brief explanation of why it is important. Make sure your message is easy to understand and doesn’t leave any room for misunderstanding.
  • Stay professional and respectful. Even if you are frustrated or upset, it’s important to remain professional in your email. Avoid using accusatory language or making personal attacks. Focus on the facts and the behavior that needs to change.
  • Offer specific examples and actionable feedback. Simply telling an employee that their performance is not up to par is not helpful. Provide concrete examples of the behaviors or actions that need to be addressed, and offer specific feedback on how they can improve.
  • Set clear expectations. Make it clear what you expect from the employee going forward, and provide a timeline for improvement. Be specific about the consequences if the employee fails to meet your expectations.
  • Encourage dialogue and follow-up. End your email by encouraging the employee to ask questions or provide feedback. Follow up with them in person or through another email to make sure they understand your expectations and to discuss their progress.

Remember that communication is a two-way street. Your email should be clear and direct, but also respectful and empathetic. Keep in mind that the ultimate goal is to help the employee improve their performance and become a more valuable member of your team.

FAQs related to Warning Email to Employee Sample

What is a warning email to employee?

A warning email to an employee is a written communication that states the employee has violated company policy, code of conduct, or any other relevant rule set by the company. It serves as an official notice to the employee that their behavior/act is unacceptable and will not be tolerated again.

What should be included in a warning email to employee?

A warning email to an employee should clearly mention the reason for the warning, the specific violation that caused it, the action expected of the employee to address the issue, and any potential consequences if the behavior persists.

Is it necessary to send a warning email to employee?

Yes, it is necessary to send a warning email to an employee. It serves as a formal warning and sets clear expectations for the employee regarding their future conduct, thereby providing an opportunity for them to improve and prevent any further violations from occurring.

What are the consequences if the employee ignores the warning?

If an employee ignores the warning, it can lead to further disciplinary action, including suspension, termination, or legal repercussions.

How to write a warning email to an employee?

To write a warning email to an employee, make sure you are clear and concise about the violation and the expected behavior. Use a professional tone, and provide a clear timeline for improvement. Document the incident and keep a copy of the email in the employee’s file.

What should I do if I receive a warning email as an employee?

If an employee receives a warning email, they should take it seriously and address the issue. It is recommended to approach the supervisor/manager immediately, acknowledge the mistake, and demonstrate an effort to remedy the behavior to prevent it from happening again.

Can an employee appeal a warning email?

Yes, an employee can appeal a warning email if they believe it is unjustified or unfair. The employee can request a meeting to discuss their side of the story with their supervisor/manager and present any relevant evidence to support their case.

Stay Alert and Keep your Job!

That’s it, folks! We’ve reached the end of our “warning email to employee sample” guide. I hope that this has been helpful to you in addressing potentially tricky situations in your workplace. Remember that communication is key and being proactive is always better than being reactive. So, stay alert and keep your job! Thanks for reading, and be sure to come back soon for more informative articles like this one.