Professionally written templates to help HR teams address misconduct, low performance, and absenteeism — while staying compliant and supportive.
Subject: Formal Warning Regarding Conduct
Hi [Employee’s First Name],
I hope you’re doing well.
This email serves as an official warning regarding recent instances of inappropriate behavior observed on [specific dates or examples, e.g., team meeting on May 5]. At [Company Name], we prioritize professionalism, mutual respect, and a healthy workplace culture.
Your actions have not aligned with our behavioral standards and company policies. We ask that you immediately correct this behavior and maintain professional conduct at all times.
Please understand that continued misconduct may lead to more serious disciplinary action, including termination if necessary.
If you’d like to discuss the matter or need further clarification, feel free to reach out to [HR Representative’s Name] or your reporting manager.
We believe in your potential and look forward to seeing a positive change.
Sincerely,
[Manager’s Name]
[Designation]
[Company Name]
Subject: Notice of Performance Concerns
Hi [Employee’s First Name],
I hope you’re doing well.
Following our recent discussions and performance reviews, it has become clear that your output in [specific area/project/role] is currently below the expectations for your position.
To formally address this, we’ll be initiating a Performance Improvement Plan (PIP), outlining key areas of concern, measurable goals, and a timeline for progress. Our intent is to support you in improving your performance and help you succeed in your role.
Please be aware that if no significant improvement is seen within the outlined timeframe, further disciplinary action may be necessary, including possible termination.
Let’s meet on [Date] to go over the plan in detail and answer any questions you may have.
We’re here to support you every step of the way.
Best regards,
[Manager’s Name]
[Designation]
[Company Name]
Subject: Attendance Concern – Immediate Attention Required
Hi [Employee’s First Name],
I’m reaching out regarding a concern with your recent attendance record. We’ve noted multiple unexcused absences or frequent tardiness over the past [insert time period], including [mention specific dates or patterns].
Regular attendance is critical to maintaining team productivity and upholding our company standards. We kindly ask that you address this issue immediately and ensure consistent presence during working hours moving forward.
If there’s an underlying issue or personal challenge impacting your attendance, please do not hesitate to discuss it with [HR Representative/Manager’s Name] — we’re here to support you where possible.
However, continued absenteeism may result in formal disciplinary action as per company policy.
We appreciate your prompt attention to this matter.
Sincerely,
[Manager’s Name]
[Designation]
[Company Name]