FREE TEMPLATE · HR LETTERS

Warning letter template

A fair warning letter sticks to facts: what happened, what was discussed before, what must change and by when, the support you will give, and what happens if things don’t improve. It also gives the person the chance to respond.

The details

CompanyEmployee’s full nameTheir job titleSigned bySigner’s job titleLetter date

This letter

Type of warningAboutWhat happened (facts, dates; one per line)Earlier conversations (optional)Date of the meeting about this letterWhat must change (one per line)Support we will give (optional)Review date

[Company]
13 November 2026

Private and confidential
[Employee name]

Dear [Employee,

First written warning: performance

This letter is a first written warning about your performance.

The concerns are:

• [What happened, with dates]

What I need to see from now on:

• [What must change]

We will review progress on [review date]. If the required improvement is not made and sustained, further disciplinary action may be taken, which may include a final written warning.

If you disagree with anything in this letter, or there is something we should know, please tell me or HR in writing within 5 working days. Your response will be kept with this letter.

I want this to work, and I will support you to make these changes.

Yours sincerely,

[Name]
[Job title]
[Company]

! Still to fill in: Company, Employee’s full name, Their job title, Signed by, Signer’s job title, What happened (facts, dates; one per line), What must change (one per line), Review date.
! Set a review date so the person knows how long they have to improve.

Before you send it

Talk first. A warning letter should never be the first time someone hears about a problem.
Stick to facts with dates. Leave out opinions and labels.
Give a realistic time to improve and real support.
Follow your company’s disciplinary process. In Singapore, misconduct that could lead to dismissal needs a fair inquiry first; check with HR.

A starting point, not legal advice. Check your contracts and company policy, and ask HR or a lawyer if you are unsure.

THE GUIDE

How to write a fair warning letter

A warning letter is a formal step. It should follow at least one honest conversation and give the person a fair chance to improve.

Fair process

Talk first, and listen to their side.
Use facts with dates, not opinions.
Give a realistic time to improve and real support.
Keep a copy, and let them respond in writing.
Follow your company’s disciplinary process and involve HR.

Words to avoid

Labels like “lazy”, “bad attitude” or “unprofessional”.
“Always” and “never”. They are rarely true and easy to argue with.
Threats or anything that sounds like the decision is already made.

Frequently asked questions

First or final written warning?

Most processes start with a first written warning. A final warning usually follows a first one that did not lead to improvement, or a serious one-off incident. Check your policy.

Do I need an inquiry before dismissal in Singapore?