Warning letter format: fill it in, download the PDF.

1. Put the company’s name and address at the top, with the date of the letter.
2. Address it to the employee by name, with their employee code if you use one.
3. Say what happened and the date it happened, as facts — what was done, not what you think of the person.
4. Say whether it is a written warning or a final warning. Only a final warning says that a further instance may end the employment.
5. Give a date to reply by, and say that the reply will be placed on file with the letter.
6. Mark it confidential, sign it for the company, and have the employee sign a copy as received.

What happened

The act or omission the warning is for, as facts: what was done, where and when. The letter quotes it after “the following occurred:”.

Write what happened, not what you think of the person — “left the store unlocked overnight”, not “careless”. A fact can be checked; an opinion is argued with.

For example: You were absent from work without leave and without informing your manager.

Date it happened

The day of the act or omission. The letter states it, so the warning is about one thing on one day rather than a general complaint.

Final warning

A warning that says in terms that a further instance of the same or similar conduct may end the employment. A written warning does not say that, and should not — saying it makes it a final warning, whatever the heading.

A final warning usually follows an earlier written warning for the same kind of conduct.

Reference number

The company’s own number for the letter or the matter, such as “HR/2026/014”. It prints in the table, so a reply or a later letter can be matched to this one.

Reply by

The last day for the employee to explain the matter or dispute it in writing. The letter says their reply is placed on file with it.

Seven days is usual. Give at least as many as your standing orders or policies set.

Show-cause notice

A notice that states what is alleged and asks the employee to explain, in writing, why action should not be taken. It decides nothing. Where standing orders or a policy require one before any penalty, it comes before a warning letter.

Employee code

The number or code the company knows the employee by, such as “EMP014”. A next employer or a bank matches it against the company’s records, so print it if you use one.

Authorised signatory

The person who signs for the company — usually a director, a partner, the proprietor or the HR head. Their name and title print above the signature line.

• Salary certificate format

  A salary certificate states that the employee works for the company, in their designation, since their date of joining, and gives their annual CTC as at the letter’s date with the monthly breakup. It is not Form 16. Fill yours in and download it as a PDF.

• Appointment letter format

  An appointment letter is issued when the employee joins. It states the designation, the date of joining, the annual CTC, the probation and the notice period, says the rest of the terms are the company’s policies, and ends with a line for the employee to sign. Fill yours in and download it as a PDF.

• Relieving letter format

  A relieving letter accepts the employee’s resignation, by its date, and relieves them of their duties from the close of business on their last working day. It lists their particulars and the reason for leaving, and says the settlement follows separately. Fill yours in and download it as a PDF.

Facto Lite keeps a disciplinary record for each case — the show-cause notice, the employee’s reply, any hearing and the decision — and issues the warning letter from it. See HR & Payroll.