Employee Warning Form Template
Streamline Employee Discussions and Documentation
Addressing employee behavior can be uncomfortable, but having a clear warning form can make it easier. This employee warning form template helps HR professionals and managers document and communicate violations effectively. By using this customizable template, you can ensure compliance with company policies, maintain a record of issues, and provide employees with clear expectations moving forward. Plus, it's designed to align with WCAG standards for accessibility, ensuring everyone can understand the documentation. Start using the template today to simplify your employee management process.
When to use this form
Use this form when an employee breaks policy, misses key deadlines, or creates a safety risk, and coaching has not fixed the issue. It gives you a clear record of what happened, what must change, and by when. Start with a conversation or a Verbal warning form for first-time or minor issues. Use this form for repeated tardiness, insubordination, customer complaints, or performance below standard. If problems continue, escalate with a Disciplinary action form or an Employee reprimand form as part of progressive discipline. After delivery, schedule a check-in and document outcomes with the Employee disciplinary action follow up form. HR, managers, and employees benefit from clear expectations and a fair, consistent process.
Must Ask Employee Warning Questions
- What policy, rule, or performance standard was violated, and what exactly happened?
Tying the incident to a clear standard reduces bias and confusion. Facts such as date, time, location, and witnesses create a defensible record.
- What prior coaching, training, or warnings have occurred, including dates and type?
This confirms progressive discipline and shows the employee had chances to improve. Reference prior documents, such as the Disciplinary forms form , to keep records consistent.
- How did the behavior impact customers, coworkers, safety, or business results?
Stating the impact helps the employee see why change matters. It also helps you choose a proportionate response.
- What specific behavior is expected now, and what measurable goals and deadline will show improvement?
Clear, observable targets make progress easy to track. A deadline and support plan (training, tools, check-ins) set the employee up to succeed.
- What are the next steps and consequences if improvement does not occur, and when will you review progress?
Naming consequences and a review date creates urgency and accountability. It also aligns HR and management on follow-through.
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