Employee Written Warning Template
A written warning that documents specific incidents, the standard violated, and consequences — the document courts actually look for when a later termination is challenged.
EMPLOYEE WRITTEN WARNING
Employee: [Name] Position: [Title]
Supervisor: [Name] Date: [Date]
Warning level: [First written warning / Second written warning / Final warning]
1. What happened. On [date(s)], [specific, observable facts: "arrived at 9:40 a.m. for a 8:00 a.m. shift on March 3, 5, and 12" / "shipped order #4571 to the wrong customer, requiring a $2,300 credit"]. [Attach records where available.]
2. The standard. This conduct does not meet [the attendance policy in Handbook § X / the performance standard for the role communicated on (date)]. [Quote or cite the specific policy.]
3. Prior discussion. [This issue was previously raised on (dates) — verbal coaching on (date), written warning on (date) / This is the first formal notice.]
4. Expected correction. Effective immediately, [the specific measurable expectation: "arrive by 8:00 a.m. for every scheduled shift" / "error rate below X% measured over the next 30 days"].
5. Consequences. Failure to meet the expectation above [within (period)] may result in further discipline, up to and including termination of employment.
6. Employee comments. [Space for the employee's response — optional but encouraged.]
Employee acknowledgment: I acknowledge receiving this warning. My signature does not necessarily indicate agreement.
Employee signature: ______________ Date: ______
Supervisor signature: ______________ Date: ______
[If employee declines to sign: witnessed by ______________ on ______]
How to use this warning
Facts, dates, incidents — never adjectives. "Bad attitude" documents nothing and reads as pretext; "raised his voice at a customer on June 4, witnessed by two colleagues" documents everything. Courts believe paper with dates on it.
The acknowledgment line matters more than the signature. The employee doesn't have to agree — the note says so explicitly — they only have to have received it. If they refuse to sign, have a witness initial the refusal and file it anyway; a refused signature with a witness is nearly as good as a signed one.
Consistency is the whole game. Before issuing, ask the comparator question from the termination guide: has anyone else done the same thing without a warning? Inconsistent discipline is the most common discrimination evidence there is.
Common mistakes
Sources
Educational template, not legal advice. Have counsel review before use, especially for employees age 40+ or in states with specific notice requirements.