First Warning Letter for Negligence of Duty

A First Warning Letter for Negligence of Duty is a formal written notice issued by an employer to an employee who has failed to perform their job responsibilities adequately. This warning letter is typically issued due to

A specific incident took place at the workplace.
A continuous pattern of negligence shown by an employee
Sequence of events that have impacted the reputation of the organisation
To correct the behavior of an employee for future conduct
To correct the overall behavior of an employee in the organization’s environment

Below are several samples that will help you draft an effective warning letter, should you need one.

#1

This letter serves as your first official warning regarding your failure to attend the client meeting scheduled on April 21^st, 2025. Your absence without prior notice shows unprofessional behavior. It also led to inconvenience for the entire team and created a negative impression on the client.

We expect you to display a professional and responsible attitude towards all your work duties and tasks. Future negligence will lead to strict disciplinary action.

Kindly contact the HR for further details or guidance.

First Warning Letter for Negligence of Duty

File: Word (.docx) -125 KB

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#2

We are writing to address an issue regarding your work efficiency. You have not been following the assigned deadline for your weekly XYZ report submissions. Your frequent delay affects our overall project timelines. You are, therefore, advised to follow the report schedule and deadlines strictly.

Please consider this your first official warning against your work negligence. We value your work and would like to offer you an opportunity for growth and improvement. However, any future delays will necessitate disciplinary action against you.

We look forward to a positive response from you.

File: Word (.docx) -125 KB

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#3

We are writing to issue a first warning regarding your negligence in the performance of your job while working from home. It has come to our attention that you have been signing out before the official off time. This is unacceptable and will not be tolerated in the future.

Please be reminded that the official signing-off time is 6 PM. You are expected to remain available online until then. Leaving earlier shows an unprofessional attitude and a disregard for the company’s policies. We, therefore, urge you to take this gentle reminder seriously.

Looking forward to your cooperation.

File: Word (.docx) -125 KB

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#4

This is in response to a complaint received from our client, XYZ, regarding unanswered emails sent over the past 2 weeks. As our Customer Care Representative, you will be expected to provide prompt and responsive service to our clients. However, your negligence has hurt the company’s reputation.

This is a serious matter, as you failed to fulfill your work duties. As a result, we are issuing a first warning to you against your negligence. We expect you to efficiently fulfil all your responsibilities associated with your role as the company’s Customer Care Representative. Future negligence may lead to disciplinary action.

Looking forward to immediate rectification.

File: Word (.docx) -125 KB

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#5

This letter serves as your first official warning for your tardiness at work. You often arrive late to work and miss the morning team meetings. You are, therefore, advised to adopt punctuality and arrive at 9:00 AM sharp every day.

Punctuality is crucial for establishing a strong work discipline. Your frequent tardiness causes inconvenience for the entire team. Moreover, it also sets a bad example for your subordinates. Therefore, unless there is a valid excuse, you must observe punctuality.

Please don’t hesitate to reach out if you have any questions or need support.

File: Word (.docx) -125 KB

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Word & Excel Templates

Printable Word and Excel Templates

First Warning Letter for Negligence of Duty

#1

#2

#3

#4

#5