Letter to Employee – Final Written Warning Regarding Unacceptable Conduct or Performance

Template Letter confirming to an employee that they have been issued a final written warning regarding unacceptable conduct or performance in the workplace.

Letter to Employee – Final Written Warning Template Regarding Unacceptable Conduct or Performance

Poor work performance, conduct or behaviour that breaches the company code of conduct or policies may trigger the employer to issue a formal warning to an employee. If the performance, conduct or behaviour of the employee still doesn’t improve even after the formal warning process, such as a verbal warning, first or second written warning, then as an employer, you may have to take the crucial next step that is to issue a final warning letter.  A formal final written warning letter informs an employee of the reasons why their workplace behaviour, conduct or performance is unacceptable. It also notifies them that if it continues, it may lead to the termination of their employment.

What to include in the letter?

If you have already taken the employee through previous warnings, such as a verbal and a first or second written warning, mention that in your letter. Summarise the conversation from the discipline meeting and mention that if the discipline process continues, the company may have to take stern action such as suspension or termination of employment. Outline the expected performance and how this will be measured, along with the timelines for improvement.

Key Points

• Detail the performance, behaviour or conduct issues
• Confirm all details from the discussion held previously on this issue
• Confirm the steps taken to assist the employee e.g. extra training
• Detail how the employee performed against an action plan
• Confirm a reasonable timeframe for the changes or improvements required
• Include the likely consequences if there is no improvement – i.e. termination

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