When to use this form
Use an employee warning notice to formally document a problem with attendance, performance, conduct or policy, usually after an informal conversation hasn’t fixed it. A clear written record helps the employee understand what has to change. It also protects the business if the problem continues and leads to termination.
Many businesses use a progressive discipline process: a documented verbal warning, then a first written warning, then a final written warning.
How to fill it out
| Field | What to enter |
|---|---|
| Employee details | Name, job title, department and supervisor. |
| Type of warning | Verbal (documented), first written or final written. |
| Category | Attendance, performance, conduct, policy, safety or other. |
| Description | The facts: dates, times, what happened, and which policy or expectation it breaks. Avoid opinions. |
| Previous discussions | Dates of earlier conversations or warnings about the same issue. |
| Expected improvement | Exactly what has to change, and by when. |
| Consequences | What will happen if it continues, such as a final warning or termination. |
| Employee comments | Space for the employee’s side. |
| Signatures | Employee, supervisor, and a witness if the employee refuses to sign. |
Filled-in example
- Employee: Chris Morgan, Warehouse Associate, Shipping
- Supervisor: Dana Kim
- Type of warning: First written
- Category: Attendance
- Description: Chris arrived more than 15 minutes late for scheduled 7:00 a.m. shifts on October 6, October 14, October 21 and October 28, 2026, without calling ahead. The attendance policy in the employee handbook (section 4.2) requires notice at least one hour before a shift starts.
- Previous discussions: Verbal reminder on October 15, 2026.
- Expected improvement: Arrive on time for every scheduled shift, and call the shift lead at least one hour ahead if you’ll be late, starting immediately.
- Consequences: Any further unexcused late arrival in the next 90 days may result in a final written warning.
Common mistakes to avoid
- Vague descriptions. “Bad attitude” can’t be measured. Describe specific actions and dates.
- Writing it in anger. Wait until you can describe the facts calmly.
- No clear expectation. The employee should know exactly what success looks like and the deadline.
- Treating employees differently. Apply the same standards to everyone for the same behavior.
- Not keeping a copy. Give the employee a copy and keep the signed original in their personnel file.
Frequently asked questions
What if the employee refuses to sign?
Note “Employee refused to sign” on the form, and have a witness sign and date it. Signing only confirms the employee received the notice, not that they agree.
Do I need a warning before firing someone?
Usually not in at-will employment. But a documented warning process is fairer, and it can help if the termination is challenged. Check any contracts, union agreements and your own handbook.
How long does a warning stay on file?
That’s up to your company’s policy. Many businesses consider a warning “active” for 6 to 12 months but keep it in the file permanently.
Should HR review a warning first?
If you have HR support, yes, especially for final warnings or anything involving discrimination, harassment or safety.