Warning Letter to Employee for Unprofessional Behavior

A warning letter for unprofessional behavior is a formal notice used by employers to address inappropriate conduct in the workplace. It informs the employee of the specific behavior, provides guidance for improvement, and documents the warning for future reference.

How to Use This Letter

1. Review Company Policies

• Check the employee handbook or HR policies for procedures regarding warnings, documentation, and escalation.
• Confirm that the behavior meets criteria for a formal warning and determine if this is a first or repeated incident.

1. Include Essential Information
   Your letter should clearly state:

• Employee’s full name and position.
• Department and manager’s name.
• Date of the incident(s) or period of unprofessional behavior.
• Description of the unprofessional conduct (facts only, avoid subjective opinions).
• Expected behavior and improvement plan.
• Consequences if behavior continues.

1. Deliver the Letter

• Deliver in person when possible and request acknowledgment of receipt.
• Provide a copy to HR for personnel records.

1. Follow Up

• Monitor the employee’s behavior after the warning.
• Document any further incidents.
• Consider additional training or performance improvement plans if necessary.

Warning Letter Template

[Your Name / Manager Name]
[Job Title / Department]
[Company Name]
[Address]
[City, State, ZIP Code]
[Email Address]
[Phone Number]

[Date]

[Employee Name]
[Job Title / Department]
[Company Name]

Subject: Formal Warning for Unprofessional Behavior

Dear [Employee Name],

This letter serves as a formal warning regarding your unprofessional behavior observed on [Date(s) or Period]. Specifically, the following actions were noted:

• [Describe behavior clearly and factually, e.g., inappropriate language, disrespectful communication, failure to follow company protocols.]

This behavior does not meet the standards expected by [Company Name]. You are required to immediately correct this conduct and adhere to professional workplace behavior.

Failure to improve may result in further disciplinary action, up to and including termination of employment. We encourage you to discuss any concerns or questions with your manager or HR.

Please acknowledge receipt of this warning by signing below.

Sincerely,
[Signature]
[Printed Name]
[Job Title]

Acknowledgment of Receipt:
I, [Employee Name], acknowledge receipt of this warning letter and understand its contents.

Signature: ____________________ Date: __________

Notes and Best Practices

• Be specific and factual; avoid subjective statements.
• Keep a professional and neutral tone.
• Provide clear expectations and timeline for improvement.
• Maintain a copy for HR records.
• Use warnings as part of a structured performance management system.

Downloadable Template

• Word (DOCX) Version – ready to fill and deliver.
• PDF Version – printable for records.