Writing a Warning Letter to Employee for Poor Attendance
Every employer educates his employees about the HR policies, leave policy, and attendance letter at the time of on boarding. The number of leaves he can avail will be mentioned to every employee explicitly. There is a process to apply for leave so that the management is aware of employee absenteeism. However rules are meant to be broken. Some employees take leaves as an when they like without any prior intimation or leave application. This will impact the work schedule and productivity of the company resulting in loss. Lack of punctuality will not get any success to an employee. Management warns and tries reprimand to bring discipline and punctuality in the employees in case of excess absenteeism. You can find a sample warning letter for irregular attendance here to warn the employee.
Sample Warning Letter to Employee for Poor/Excessive Attendance
To,
Date: 19/05/2025
Pradeep Seth,
Employee ID: 7337556,
Designation: Production Supervisor,
Department: Production.
Sub: Warning Letter for Poor Attendance
Dear Mr. Pradeep Seth,
There has been an observation that you have taken leaves exceeding your casual, sick and paid leaves in the past Six months without any prior intimation to your manager. Despite of your manager warning you in the past, there is no change in your behavior.
Your behavior is a clear indication of negligence in performing your duty. You are hereby asked to submit an explanation on your absenteeism lateness to office within 2 days. Treat this as a final warning letter and any further in disciplinary action may lead to the serious action on you which may lead to termination.
Treat this issue as urgent and important. A copy of this letter will be kept in office file for future reference.
For Samyukta Company Pvt. Ltd
Authorized Signatory.
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Categories: Warning Letter Format Tags: Attendance, Employee, Letter Format, Warning Letter
Memo to Employee Who Did Not Inform HR Before Going on Business Trip
Whenever an employee of the company goes on a business trip, as a protocol, he is suppose to inform the HR of the company. But if an employee without informing the HR goes for a business trip then the manager should write a Warning Letter or Memo to Employee expressing your disapproval on this kind of behavior. This is a kind of Warning Letter for Absenteeism Without Intimation sent by HR to the candidate.
We have come up with a formal format for Memo to employee who went on a business trip without informing the HR. It is a short and sweet letter.
Sample Memo to Employee Who Went on Business Trip Without Informing HR
From:
R.K. Sharma
Human Resource Manager,
Advent Medicines Ltd.
New Delhi
Date: 30.04.2025
To,
Vinod Khatri
54, Sahara Enclave,
Kamla Nagar,
Delhi
Sub: Warning Letter for Going on Business Trip Without Informing
Dear Mr. Khatri,
With deep regret, we would like to inform you that Management is extremely unhappy with this kind of irresponsibility at your end.
You went on a business trip to Mumbai for four days without intimating about it to the HR Department because of which a lot of chaos happened. Moreover, the bookings for the same were to be confirmed and again led to inconvenience to you and to the company.
This kind of a mistake has happened previously in the past and you were warned to not repeat it. The Management would like to have an explanation from you in writing explaining the reason for the same. Meanwhile, you are warned again, and this time, for the last time, to not repeat such a thing in the future.
Looking forward to hear from you.
Sincerely,
R.K. Sharma
Human Resource Manager,
Advent Medicines Ltd.
Click here to download sample Memo to Employee
Create a personalized Warning Letter to Employees Refusing to Work using this sample.
A professionally drafted Employee Verification Email Format to HR with precision.
Categories: Warning Letter Format Tags: business Letter, Employee, HR, Memo Format, Warning Letter, Warning Letter Format
Sample of Circular for No Smoking and Tobacco in Office
We all know that smoking is injurious to health and most of the organizations do not supporting smoking or consuming tobacco in office premises. And for that they issue “No smoking in office premises letter” which work as a no smoking notice for employees. Sometimes warning letter to employees for smoking in office premises or warning letter for chewing tobacco in office are also sent to maintain the decorum at work. There are various Sample of Circular for No smoking to follow.
In this post, we have come up with Sample circular format for No smoking. You can use this format template and also know important points to follow.
How to Write a Memo of No Smoking in office premises
If you are in search of circular format for employees or looking for sample of circular for no smoking then keep these tips in mind to frame your own letter:
- Keep it short and stress on your point without any ambiguity
- Mention the No Smoking or No Tobacco Policy of your company
- Don’t forget to issue a warning
- Highlight special areas for smoking, if any
- Keep the tone formal
- Address with “To All Employees”
Sample of Circular for No Smoking and Tobacco in office
From:
The Management
A to Z Technologies
New York
Date: 1st, February, 2019
To,
All Employees,
With an intention to safeguard the health of all the non-smokers at A to Z Technologies, we have decided to make our company completely free from smoking, effective from February 5th, 2019. We all are aware of the adverse effects of smoking tobacco on health and environment. Therefore, the Company’s Policy covers any kind of use of tobacco in company’s premises.
Because of bad effects of smoking, the Company has decided to completely ban it in the premises, except the areas which have been specially reserved for smokers under “Smoking Zones”. Therefore, smoking is prohibited in all the work areas, meeting rooms, private cabins, conference rooms, auditorium, canteen, corridors, visitor’s hall, restrooms, stairs and all the other adjoining areas. For all those who wish to smoke, you can do so at the “Smoking Zones” which have been created at Ground Floor and Second Floor of the building.
All the employees are advised to strictly follow these changes in the policy of the Company. In case of any violations, strict actions will be taken against.
Regards,
Management
A to Z Technologies
All the employees are strictly advised to adhere with the changed policy. Any violations of this policy will be handled through the standard disciplinary procedure.
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First Warning Letter to Employee Sample
First warning letters are sent to employees who have failed to adhere themselves with the rules and regulations of the company and have gotten involved in events or processes that are not accepted by the management. As the name suggests, first warm letter is a formal warning from the company to the employee on his or her actions. There can be different reasons for employee warning letter templates. But mostly the sample first warning letter to employee for bad attitude, misconduct, negligence, poor performance, absence etc. are the most common of all.
Shared below is the First Warning Letter format in Word. You can use this first warning letter to employee sample to create a personalized letter subjective to the situation at your end.
First Warning Letter to Employee Template
From:
Sushmita Gupta
Human Resource Manager
ABC Technologies
Delhi
Date: January 25th, 2025
To:
Mr. Aryan Sharma
54, Harrison Apartments,
Delhi
Dear Mr. Sharma,
I am writing this letter as your first warning for reporting late at work.
It has been reported that you are coming almost an hour late to office every day. We always appreciate our employees who understand the value of time and coming to office at time. Therefore, you are being warned to not come late at work and if you failed to report at work on time, the Management will be compelled to take a serious action against you.
It has also been found that you are avoiding swiping your attendance card when you come to office as well as when you are off for the day which is making it difficult for the system to record your attendance.
We are hopeful that you will be punching your card on daily basis and you will also be reporting to work on time. Failing to do so can lead to strict actions against you.
Sincerely,
Sushmita Gupta
Human Resource Manager
ABC Technologies
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Warning Letter for Usage of Mobile Phone on Workplace/Office
Many companies follow the policy of mobile phones not allowed in office as it is a serious distraction. If your company also prohibits use of mobile phones in office then it is important to send warning letter to employees who don’t follow the rules. The purpose of warning letter for cell phone use at work is to communicate to the employee that any further negligence in this regard can attract serious charges. A warning letter for not using mobile phone in office is a formal way of communicating the warning to the defaulter. With a warning letter format, you can highlight all the ways in which the employee has broken rules in relation with using phone at work.
Shared below is a Warning Letter for Usage of Mobile Phone on Workplace. You can use the warning letter sample which can be customized as per your need.
Sample Warning Letter for Usage Of Mobile Phone On Workplace or Office
From:
Adarsh Sharma
Human Resource Manager
Zenith Technologies
Delhi
Date: January 17th, 2025
To,
Akul Singh
54, Alaknanda Apartments
New Delhi
Sub: Warning Letter for Mobile Usage at Workplace
Dear Mr. Adarsh,
It has been observed that despite various warnings given by your team leader, Mr. Satish Gupta, you are still using your mobile phone in the office. Time and again, it has been brought to your notice that using mobile phones at workplace is strictly not allowed at Zenith Technologies.
The purpose of writing this letter is to issue a final warning against use of phone at office. If, after this warning letter, you continue to use your mobile phone at work then the management will be compelled to take a strict action against you.
Regards,
Adarsh Sharma
Human Resource Manager
Zenith Technologies
Delhi
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Categories: Warning Letter Format Tags: Letter of Warning, Mobile Phone, Office, Warning Letter, Warning Letter Format, Workplace
Sample Warning Letter to Restaurant Manager Example
Whether it is poor performance or unprofessional behavior that you have experienced at the restaurant or any employee is experiencing at the restaurant, you can always write a warning letter to the restaurant manager bringing to their notice the problem and giving them a warning about the same.
In this post, we have come up with a sample warning letter to restaurant manager. You can use this warning letter format for creating a personalized letter. Just follow and use this warning letter sample for creating your own letter and include all the required details about the incident.
Format for Warning Letter to Restaurant Manager
From:
Andrew Jacob
Senior Executive
Human Rights Prevention Department
New York
Date: January 24, 2024
To,
Mr. Henry Brown
Manager
Spice and Sweet Restaurant
New York
Sub: Warning Letter Against Unprofessional Behavior.
Dear Mr. Henry,
The purpose of writing this letter is to bring to your notice the unprofessional behavior at your restaurant. One of your female staff has raised a complain about discriminatory behavior towards her at your restaurant.
Being the restaurant manager, it is your duty to make sure that all the staff members are treated equal and with dignity. You are supposed to be an exemplary leader to them. For a cordial and progressive working environment, it is very important for you to make sure that everyone is treated equally.
However, if this kind of unprofessional behavior will continue to exist at your restaurant then we will be compelled to take strict actions against you. You are therefore, advised to take this warning as the final warning and make sure that all the employees are treated equally.
Regards,
Andrew Jacob
Senior Executive
Human Rights Prevention Department
New York
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Letter for Excessive Prolonged Lunch Breaks
Sometimes some employees take prolonged lunch breaks because of which the disciple at the office gets affected and this in turn affects the performance. Therefore, it is important to write a formal Warning Letter for Taking Long Breaks to the employees. It works as a formal warning for employees taking long lunch breaks.
We have included in this post a sample warning letter for your reference. This Warning Letter Format to Employee is quite simple and you can use this Sample Excessive Prolonged Lunch Breaks Letter for writing your own letter.
Format For Excessive Long Lunch Breaks
Date: April 5th, 2023
Dear Employees,
We appreciate the dedication with which all the employees work at Zenith Technologies. Each of our employees is an important part of our organization and is expected to adhere to the rules and regulations at the company.
We would like all our employees to obey the lunch timings which are from 1.30pm to 2pm during the working hours. A slight variation of around 5 mins is understandable and acceptable but when any employee takes undue advantage of these lunch breaks and spend excessive time in the name of lunch break then it will certainly not be acceptable and will attract strict actions against that particular employee.
We have been informed that there are few employees who have been taking prolonged lunch breaks on daily basis. In case you continue to do the same then please be informed that for that particular day, half of your salary will get deducted.
This being the very first warning in this context, we are not going to be taking any actions for the defaulters till date but any employee who continue to prolong these lunch hours beyond the prescribed lunch timings will have to face the penalties. We strongly advise all our employees to adhere to these timings to avoid any such actions taken against them.
Regards,
Henry Smith
Manager
Zenith Technologies
New York
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Warning Letter to Employee for not Coming to Work
If any of your employee has not been coming to work then you must write a warning Letter to employee for not reporting to work. The Warning Letter Format is quite a simple format which talks about the warning for missing on coming to work.
This post includes Warning Letter to Employee which you can use for creating your own letter. This Sample Warning Letter Template makes a wonderful letter which can work as a great help.
Employee Warning Letter Format for Not Reporting to Work
From,
Simon Smith
HR Manager
Zenith Technologies
London
Date: February 2nd, 2023
To,
Mr. Andy Jacob
54, Richmond Villas
London
Dear Andy,
As informed by your supervisor, Mr. Henry Bob, you have not been coming to work from last five days and there has been no information from your end. The last working day at our office was February 4th, 2023 and since then there has been no communication from your side.
This is a warning letter to warn you to report to the office as soon as possible to avoid attracting any penalties against you. We are hopeful that you will have strong reasons for not coming to office and also not informing us about the same.
Looking forward to hear from you.
Regards,
Simon Smith
HR Manager
Zenith Technologies
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Categories: Warning Letter Format Tags: Employee, Letter, Warning Letter, Warning Letter Format, Work
Sample Reprimand Letter for Bad Attitude at Work
Letter of reprimand is a formal document that is written with an intention to discipline an employee for undesirable behavior. It is a Warning Letter for Misbehaviour that might be a warning initially and then may be followed by a verbal reprimand or any other form of communication. The Reprimand Letter for Bad Attitude at Work is written with an intention to highlight the wrong behavior at work.
In this post, we have come up with reprimand letter sample format. You can use this Sample Warning Letter for Bad attitude to Employee for writing your own letter with ease.
Format for Reprimand Letter for Bad Attitude at Work
From,
Richard Smith
HR Manager
Zenith Technologies
New York
Date: December 24nd, 2022
To,
Mr. Anthony Brown
54, New Villas Street
New York
Sub: Reprimand letter
Dear Mr. Anthony,
There is no doubt that you have been a constant Star Sales Manager at Zenith Technologies and you have contributed in achieving the highest sales at the company. But when we weigh success of our employees then it is not just measured in terms of financial success and numbers but what also matters at Zenith Technologies is the attitude a person has towards his colleagues and juniors.
We have come across several reports from your colleagues and juniors in the office that have highlighted the negative attitude you have towards your juniors as well as colleagues. There have been many instances wherein you have been found talking down to the team members. You have also insulted your colleagues in the past. I am sure there must be some strong reasons for such a conduct but no matter what they are, this kind of behavior is just not acceptable at our organization.
I would look forward to meet you at my office by the end of this week so that I can hear your side of the story as well and know what all is going on. I would want to know what you have to say about all the complaints that we have received against you in the past couple of months. You can drop in a mail to my assistant and fix a good time to meet at the earliest.
Regards,
Richard Smith
HR Manager
Zenith Technologies
New York
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Categories: Warning Letter Format Tags: Attitude at Work, Bad Attitude, Letter, Letter of reprimand, Reprimand, Reprimand Letter
Failure to Perform Job Duties Letter Sample Template
If there is an employee in your company who has failed to deliver what is expected of him or her then you can always write a formal Warning Letter for Failure to Perform Duties. The Failure to Perform Job Duties Letter is a very simple letter which mentions the areas wherein the employee has not been able to deliver the performance that is expected out of him or her.
In this post, we have come up with a Warning Letter for Failure to Perform Duties. You can use the employee not performing job duties letter to create a personalized letter.
Format For Failure to Perform Job Duties Letter
From,
Richard Smith
HR Manager
Zenith Technologies
New York
Date: December 4th, 2022
To,
Mr. Anthony Brown
54, New Villas Street
New York
Dear Mr. Anthony,
Last Wednesday, a task was assigned to you and it was clearly mentioned in the mail that you are suppose to be submitting it by Saturday as it was an urgent task. And it was not just you who was allotted the task, other members from your team were also assigned different fragments of the same task. But neither you submitted the task nor did you care about informing about the delay at your end.
You are already three days in submitting it and because of the delay from your end, the tasks that were submitted on time cannot be completed as they all are a part of the same task. It is nothing more than sheer negligence that you did not consider the task as important and therefore, chose to complete it at your own ease. As a employee of Zenith Technologies, you are expected to fulfil your responsibilities at work and always submit the assignment on time. Moreover, it is not for the very first time that you have done something like this. There have been instances in the past you have failed to made submissions on time.
Consider this letter as a serious warning. Nonfulfillment of any instructions can lead to serious actions against you. I am hopeful that you will be more careful from now on.
Regards, Richard Smith
HR Manager
Zenith Technologies
New York
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