What Is A Letter Of Caution? Understanding Workplace Warnings

Subject: Letter of Caution – Excessive Tardiness

Dear [Employee Name],

This letter is to inform you that you have been late to work on multiple occasions over the past month. Specifically, you were late on [Date 1], [Date 2], and [Date 3]. Our company policy requires all employees to arrive on time to ensure the smooth operation of our business and to maintain a productive work environment.

Being late disrupts team workflow and puts extra burden on your colleagues. This is a violation of company policy outlined in the employee handbook. We understand that unforeseen circumstances can sometimes cause delays, but consistent tardiness is unacceptable.

Going forward, you are expected to arrive at your scheduled start time. We require you to start on time consistently for the next [Number] weeks. If the tardiness continues, further disciplinary action, up to and including termination of employment, may be necessary.

Please sign below to acknowledge that you have received and understand this letter. A copy of this letter will be placed in your personnel file.

Sincerely,

[Your Name]
[Your Title]

_______________________________
Employee Signature

_______________________________
Date

Subject: Letter of Caution – Performance Concerns

Dear [Employee Name],

This letter is to address concerns regarding your recent job performance. We have noticed a decline in the quality of your work in recent weeks. Specifically, [Give specific examples of the poor performance, e.g., missed deadlines on the [Project Name] project, errors in the recent report].

Your role requires [list essential job responsibilities]. We need you to meet these standards to make sure we can produce quality works for the company. We understand there might be challenges, and we are committed to supporting your improvement.

To help you improve, we have outlined the following steps:

• Participate in the [Training Program Name] training.
• Meet with your supervisor weekly to discuss progress and address concerns.
• Complete the [Task/Project] by [Date].

We will be monitoring your progress over the next [Number] weeks. We expect a significant improvement in your performance within this timeframe. Failure to demonstrate improvement may result in further disciplinary action, including termination.

Please sign below to acknowledge that you have received and understand the content of this letter. A copy of this letter will be added to your personnel file.

Sincerely,

[Your Name]
[Your Title]

_______________________________
Employee Signature

_______________________________
Date

Subject: Letter of Caution – Violation of Company Policy

Dear [Employee Name],

This letter is to address a violation of company policy that occurred on [Date]. It has come to our attention that [Describe the violation clearly and concisely. For example, “you were using your work computer for personal business during work hours,” or “you were observed without your required safety gear in the warehouse.”]. This action violates the [Specific Company Policy, e.g., “Internet Usage Policy,” “Safety Guidelines,” “Code of Conduct”] as stated in the employee handbook.

This policy is in place to [Explain the reason for the policy and why it’s important. For example, “maintain productivity,” “ensure workplace safety,” “maintain professional standards.”].

We are issuing this letter of caution to make sure that it does not occur again. We expect you to [State specific actions the employee needs to take to avoid future violations. For example, “refrain from using company resources for personal use,” or “always wear the required safety equipment.”].

We will be monitoring your adherence to this policy going forward. Further violations may result in more serious disciplinary actions, up to and including termination of employment.

Please sign below to acknowledge that you have received and understand this letter. A copy of this letter will be placed in your personnel file.

Sincerely,

[Your Name]
[Your Title]

_______________________________
Employee Signature

_______________________________
Date

Subject: Letter of Caution – Insubordination

Dear [Employee Name],

This letter addresses an instance of insubordination that occurred on [Date]. On this date, you [Describe the instance of insubordination, e.g., “refused to follow a direct instruction from your supervisor,” or “disrupted a team meeting with disrespectful behavior.”]. This behavior is unacceptable and goes against the company’s code of conduct.

Your role requires you to work cooperatively with your supervisor and team members and to follow directives. Insubordination disrupts the workplace, undermines authority, and negatively impacts team morale.

To prevent a recurrence, you are required to [State the expectations for future behavior. E.g., “Follow all instructions from your supervisor,” “Participate respectfully in team meetings.”].

Your compliance will be monitored. Further instances of insubordination may lead to more severe disciplinary measures, up to and including termination of employment.

Please acknowledge that you have received and understand this letter by signing below. A copy of this letter will be kept in your personnel file.

Sincerely,

[Your Name]
[Your Title]

_______________________________
Employee Signature

_______________________________
Date

Subject: Letter of Caution – Customer Service Concerns

Dear [Employee Name],

This letter addresses concerns regarding your customer service interactions on [Date(s) or during a period of time]. We have received negative feedback about your interactions with customers, including [Provide specific examples of the issues, e.g., “rude or dismissive behavior,” “failure to resolve customer issues,” “failure to follow company procedures when dealing with customers.”].

Our company relies on great customer service to keep customer satisfaction. We expect all employees to provide friendly, helpful, and efficient service. Poor customer service can damage our company’s reputation and lead to lost business.

To address this, we expect you to [Outline required actions for improvement, such as, “Attend customer service training,” “Follow all customer service protocols,” “Improve your communication skills.”].

We will be monitoring your performance and customer feedback. Failure to demonstrate an improvement in your customer service skills may result in further disciplinary action, including termination.

Please sign below to acknowledge you have received and understand this letter. A copy of this letter will be kept in your personnel file.

Sincerely,

[Your Name]
[Your Title]

_______________________________
Employee Signature

_______________________________
Date

Subject: Letter of Caution – Excessive Absenteeism

Dear [Employee Name],

This letter is to address concerns regarding your attendance record. We have noted excessive absences from work during the past [Time period, e.g., three months]. Specifically, you have been absent on [List the dates of absences].

Excessive absences disrupt team workflow and project timelines. Your presence is important for daily functions and project deadlines.

To address this issue, you are expected to improve your attendance immediately. This requires you to be present and on time for your scheduled work hours. If you are unable to come to work for any reason, you must notify your supervisor at least [Timeframe, e.g., one hour] before your scheduled start time and follow company policy for sick leave or time off requests.

We will be monitoring your attendance. Failure to improve your attendance record may result in further disciplinary action, up to and including termination of employment.

Please sign below to acknowledge that you have received and understand the content of this letter. A copy of this letter will be placed in your personnel file.

Sincerely,

[Your Name]
[Your Title]

_______________________________
Employee Signature

_______________________________
Date