Free HR Warning Letter Generator

How to use the HR Warning Letter Generator

Fill in these fields and the hr warning letter generator works out the rest instantly, in your browser:

• Company Name
• Employee Name
• Designation
• Warning Type (First Written Warning / Second Warning / Final Warning Before Termination / Show Cause Notice)
• Description of Misconduct / Issue
• Date of Incident
• Response Expected By (days)
• Issued By

Sample hr warning letter format

PRIVATE & CONFIDENTIAL — FIRST WRITTEN WARNING

ABC Pvt Ltd

Date: 15 November 2026

To,
Deepak Mishra
Team Lead

Subject: First Written Warning — Regarding Misconduct / Performance Issue

Dear Deepak Mishra,

This letter serves as a First Written Warning in reference to the following incident(s) observed on recently:

ISSUE / MISCONDUCT:
Repeated absenteeism without prior intimation...

This behavior is in violation of company policy and is not acceptable in a professional environment. We take such matters very seriously.

This is your First Written Warning on this matter. A repetition of such behavior may result in more severe disciplinary action, up to and including termination of employment.

You are required to provide a written response / explanation within 7 days from the date of this letter.

We expect an immediate improvement in your conduct and compliance with company norms.

For ABC Pvt Ltd

HR Manager

Employee Acknowledgement:
I have received this warning letter and understand its contents.

Employee Signature: _________________
Date: _________________