Final Warning Letter - Format, Meaning,
Considerations, Examples and More
There are certain rules and regulations that a company sets in order to let the
employees know whether their conducts and practices are correct to be shown in the
working environment. If an employee neglects these rules and regulations, a warning
letter needs to be issued in order to warn him/her of the misconduct.
The final warning letter contains the details about the previous warnings, if given,
conditions and punishments that the employee will be subjected to, and the
consequences if he/she keeps the final warning letter unnoticed.
If you want to know more about the things that are included in the final warning letter,
you are at the right place. This blog will tell you the exact meaning of this letter, why it is
critical receiving this letter, its inclusions, how to use this document, and also we will
provide you with an editable final warning letter template and examples for your
reference.
Continue reading to know more.
What is a Final Warning Letter?
Final Warning Letters are the letters that are sent by the employers to their employees
for misconduct in their behavior or poor performance. These letters are given to
employees after the verbal warning or one or two subsequent warning letters are given
to them.
These letters are an essential part if you are running a business or holding a position in
the HR sector. Take a note of the following points before writing a final warning letter:
- Address the concerned person in the letter
- State the issue that you want to discuss in the letter
- State the corrective measures in the letter for their poor performance or
misconduct. State the reasons why you want them to take actions on their
behavior and improve positively.
Why is it Critical Receiving a Final Letter of Warning?
When an employee has received a Final Warning Letter, it is quite critical, especially
when the employer is deciding if or not to terminate the employee’s contract. The
reason being:
- The company has already lost their trust in the employee’s work ethics and
character.
- An employee has already received multiple warnings. However, you chose to
neglect them.
- There is no other punishment rather than just termination
- The employee has already caused too much negative impact on the operations of
the organization.
- The employee chose not to improve in the time duration given.
There are still other factors why a final warning letter is required, which are dependent
on the company's reward and punishment system being implemented. Other than the
Final warning Letter templates, you can also get other customized HR letters like
Relieving Letters, Offer Letters, Appointment Letters and more on UBS’s ultimate HRMS
Software.
What Should be Included in the Final Letter of Warning?
Below are the things you need to include in the final warning letter:
- The date of writing the letter.
- The person who is involved in the incident that is subjected to punishment and
other consequences.
- The date of the previous meeting that occurred regarding the corrective
measures that employee needs to follow in order to address the same issue.
- Names of the people involved in the previous meetings.
- The number of times the employee has been warned for his/her misconduct, be
it through verbal warning or warning letters.
- The reason for the employers dissatisfaction due to employee’s actions
- The course of action or the improvement that the employee promised to do but
was not able to
- The time duration that the positive changes must be seen regarding the
employee’s behavior or misconduct
- The steps that should be followed in the implementation of the employee’s
punishment.
How To Use this Document?
The employee's full name, address, and work title are required, as well as the
employer's full name and address, detailed facts of the employee's misbehavior, a plan
for improvement, and support offered to the employee. If the misconduct continues,
the employee will face disciplinary proceedings such as suspension or termination,
according to the document.
The employer should sign and deliver this paper to the employee after it has been
completed. A copy should be kept by the employer for their records.
This document can be sent as a letter or as an email attachment.
Above were the basics of the Final warning Letter. Now let us look at the format and the
examples of this document.
Final Warning Letter Format
[Print on your business letterhead]
[Date]
[Insert employee’s full name]
[Insert employee’s residential address]
Dear [insert name]
Final warning letter
I'm writing to you regarding your [performance/conduct] while working for [insert
company name] (the employer)
You went to a meeting on [insert date] with [insert names of people who attended the
meeting]. You were informed at this meeting that your [performance/conduct] was
poor. Your employment may be terminated if your [performance/conduct] does not
improve after receiving a formal warning letter dated [insert date].
Your [performance/conduct] was examined again during our meeting on [insert date],
and you were informed that you had not improved to the level desired by the
employer. A second warning letter, dated [insert date], was sent to you.
Your performance has not improved and continues to be unsatisfactory, as I advised
during our meeting on [insert date].
This is a final letter of caution. If you don't improve your [performance/conduct]
significantly by [insert date], your job may be terminated. To be clear, we expect you
to [insert specifics of intended outcomes].
I suggest we meet on [insert date] to discuss your progress. Please call me at [insert
phone number] or reply in writing if you desire to respond to this final warning letter.
Yours sincerely,
[Insert name]
[Insert position]
Final Letter of Warning Example
[Print on your business letterhead]
23rd September 2021
Naina Singh
123, XYZ Apartments,
Surat, Gujarat
Dear Naina,
Final warning letter
I'm writing to you regarding your performance while working for XYZ Solutions Pvt.
Ltd.
You went to a meeting on 1st July 2021 with Naveen Singh - Manager, Arpit Shah -
CEO. You were informed at this meeting that your performance was poor and it needs
to be improved. Your employment may be terminated if your performance does not
improve after receiving a formal warning letter dated 2nd July 2021.
Your performance was examined again during our meeting on 1st August 2021 , and
you were informed that you had not improved to the level desired by the employer. A
second warning letter, dated 2nd August 2021, was sent to you.
Your performance has not improved and continues to be unsatisfactory, as I advised
during our meeting on 1st August 2021.
This is a final letter of warning. If you don't improve your performance significantly by
31st October 2021, your job may be terminated. To be clear, as a Sales Manager, we
expect you to create a business plan that covers sales, revenue, and expense control.
Meet the sales goals that were planned, generate at least 30 new genuine leads for
the organization.
I suggest we meet on 31st October 2021 to discuss your progress. Please call me at
9182736450 or reply in writing if you desire to respond to this final warning letter.
Yours sincerely,
Ashika Sen
HR Manager
Conclusion
Employers use the Employee Final Warning Letter to penalize their employees for
misbehavior or poor performance. This letter is sent to an employee who has been
warned several times about a particular behavior or attitude but has refused to change.
Poor performance, harassment, discrimination, bad behavior, insubordination, activities
that endanger the employer's and coworkers' lives and property, and violations of safety
regulations and corporate standards are all reasons for a final warning.
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Meta Description: Final Warning Letter issued to an employee in order to warn them
for their misconduct in the company. Edit and Download the customized Final Warning
Letter.
Format 1
Date: _________
To
Mr. / Ms. ___________________
Emp. No__________________
Designation _______________
Subject: Final Warning
Dear Mr. / Ms.
Refer to your explanation letter dated (Mention the Date) in reply to the show cause
notice issued to you dated (Mention the date). The explanation submitted by you has
not been found satisfactory.
You may treat this as final Warning and further also advise in your own interest, be
cautious and do not repeat such kind of act in future. Any such indiscipline act from
you will now lead to immediate termination of your service.
AUTHORIZED SIGNATORY
Format 2 - Poor Performance
Date: [The date when the letter was generated]
Name: [Full Name of employee]
Address: [Address of office location]
Re: Warning for Poor Work Performance
Dear [First name of the Employee],
This letter serves as a written warning to you for not meeting your objectives as
outlined in your [Appointment Letter / Job Description / Prior performance appraisal /
Goals as agreed between you and your supervisor].
This letter confirms our discussion held on [date] regarding your below-par
performance. As intimated by [the management / your supervisor], we are putting you
on a Corrective Action Plan commencing from [ mention date]. This plan is being
introduced to bring your performance up to an acceptable standard, considering your
capabilities and requirements of your job role.
Each member in our company is expected to contribute to the best of their abilities
and meet the objectives laid out in their job role. Hence, we would like you to
immediately improve your performance and meet the expectations of your supervisor
and company management.
We believe that you have the potential to be a meaningful contributor and would like
you to work with commitment and resolve.
If you need my assistance or have queries, please feel free to reach out to me
anytime. You are requested to sign a copy of this letter to indicate your
acknowledgment of the discussion and also document specific outcomes in the notes
section below
Sincerely,
Your Name
Your Designation
[Signature]
Format 3 - Discipline Issues
Sample Warning Letter for Discipline Issue
Date: [The date when the letter was generated]
Name: [Full Name of employee]
Address: [Address of office location]
Re: Warning for Disciplinary Incident
Dear [First name of the Employee],
This letter is to serve as an official warning to you for the incident that happened on
[Date of Incident]. We were informed about [Describe in brief the Incident]. This kind
of misconduct is not expected in the workplace and is against Company Policy
[mention the name of the policy, page number, section no, para number, or serial
number in the company policy document].
Our policy and guidelines are designed with a goal to make the work environment and
company culture is open and safe for all employees at all levels. We expect every
employee to respect and follow these guidelines in order to encourage a collaborative
and performance-oriented work culture.
Since you have been found to be violating the rules, we are hereby putting you on
warning period [Mention the duration of warning Period]. During this period, your
behavior will be monitored.
Any re-occurrence of the violation will ensure strict action against you that may be
followed by(a) Suspension without pay or(b) Termination without prior notice.
We continue to believe that you are a valuable part of our organization and expect
you to show immediate improvements. Looking forward to seeing the positive
outcomes of this discussion.
If you need my assistance or have queries, please feel free to reach out to me
anytime. You are requested to sign a copy of this letter to indicate your
acknowledgment of the discussion.
Sincerely,
Your Name
[Signature]
