Free Employee Warning Notice Template

EMPLOYEE WARNING NOTICE

Progressive Discipline Documentation  ·  Verbal Warning

This Employee Warning Notice is entered into and issued on March 20, 2026 regarding the conduct and/or performance of the above-named employee. This notice serves as formal documentation of a workplace infraction as part of the company's progressive discipline process.

Date of Incident: March 18, 2026

Employee arrived 45 minutes late for scheduled shift without prior notification. This is the third occurrence of unexcused tardiness within the past 30 calendar days (previous occurrences on March 5 and March 12). Customer service coverage was impacted and a colleague had to extend their shift to cover.

Witnesses: Amanda Garcia (Shift Lead), Tom Nguyen (Floor Manager)

The above-described behavior constitutes a violation of the company's established policies and procedures. All employees are expected to adhere to the standards of conduct outlined in the employee handbook and any applicable departmental policies. The company affirms that this warning is issued for the legitimate, non-discriminatory, and non-retaliatory reasons stated herein and is not based on any characteristic protected by Title VII of the Civil Rights Act of 1964, 42 U.S.C. §§ 2000e-2 (race, color, religion, sex, national origin); the Age Discrimination in Employment Act, 29 U.S.C. §§ 621 et seq.; the Americans with Disabilities Act, 42 U.S.C. § 12112 (and the company's obligation to consider reasonable accommodation before disciplining for disability-related conduct); or any applicable state or local anti-discrimination law. This warning is not issued in retaliation for any activity protected by the Family and Medical Leave Act, 29 U.S.C. § 2615; Section 7 of the National Labor Relations Act, 29 U.S.C. § 157 (protected concerted activity, which extends to non-union employees consistent with the NLRB's workplace-rules framework in Stericycle, Inc., 372 NLRB No. 113 (2023)); Section 11(c) of the Occupational Safety and Health Act, 29 U.S.C. § 660(c); the whistleblower provisions of the Sarbanes-Oxley Act, 18 U.S.C. § 1514A; or applicable state whistleblower statutes (for example, California Labor Code § 1102.5, New York Labor Law § 740, or the New Jersey Conscientious Employee Protection Act). Violations of company standards undermine workplace order, safety, and productivity, and will be addressed through the company's progressive discipline process.

This employee has received 1 prior warning(s) for similar or related issues. The progressive discipline policy requires that each subsequent infraction be addressed with increasing severity. This current notice represents the next step in that process.

The employee has the right to review this warning notice, provide a written response, and request a meeting with management or Human Resources to discuss the matter further. An employee covered by a collective bargaining agreement has the right to union representation during any investigatory interview that the employee reasonably believes may result in discipline (NLRB v. J. Weingarten, Inc., 420 U.S. 251 (1975)). The employee is reminded that continued employment is contingent upon compliance with all company policies and standards of conduct. Except where a written contract, collective bargaining agreement, or applicable state-law exception provides otherwise — for example, the implied-contract exception recognized in Pugh v. See's Candies, Inc., 116 Cal. App. 3d 311 (1981), or public-policy and covenant-of-good-faith exceptions recognized in various jurisdictions — the employment relationship remains at-will, and either party may terminate the relationship at any time, with or without cause, subject to applicable law.

The following specific improvements in behavior and/or performance are expected from the employee:

Employee must arrive on time for all scheduled shifts. If unable to report on time, employee must notify the shift supervisor at least 30 minutes before the scheduled start time. Zero unexcused tardiness incidents are expected during the improvement period.

Improvement Deadline: April 20, 2026

The company is committed to supporting the employee in achieving the expected improvements. The following resources and support measures will be made available: Schedule flexibility review with HR, access to employee assistance program (EAP) for personal matters, option to adjust shift start time if transportation issues are a factor.. The employee is encouraged to take full advantage of these resources and to communicate openly with their supervisor about any challenges encountered during the improvement period.

If the employee fails to demonstrate the required improvements by the specified deadline, the following actions may be taken: Further unexcused absences or tardiness during the improvement period will result in a final written warning. Continued violation after a final warning may result in termination of employment.. The company reserves the right to take any action deemed appropriate under the circumstances, up to and including termination of employment, in accordance with applicable law and company policy.

A follow-up review meeting has been scheduled for April 25, 2026. During this meeting, the employee's progress toward the expected improvements will be evaluated. The employee should be prepared to discuss the steps taken to address the issues identified in this warning, any challenges encountered, and any additional support needed. The outcome of this review will be documented and placed in the employee's personnel file.

This warning notice will be retained in the employee's personnel file in accordance with the company's record retention policy and applicable state and federal regulations, including the EEOC recordkeeping rule at 29 C.F.R. § 1602.14 (generally requiring personnel and employment records to be preserved for at least one year from the date of the action; and, if a charge of discrimination is filed, until final disposition). The employee may submit a written rebuttal or statement of explanation to be attached to this notice in their file.

IN WITNESS WHEREOF, the undersigned parties acknowledge receipt and understanding of this Employee Warning Notice and have affixed their signatures as of the date indicated below.

Employee Acknowledgment: By signing above, I acknowledge that I have received and read this warning notice. My signature does not necessarily indicate agreement with its contents. I understand that I have the right to submit a written rebuttal to be placed in my personnel file alongside this notice. I further understand that this warning does not change the at-will nature of my employment.