HR Templates Warning Letter Format
Warning Letter Format for Employees in Sri Lanka: First and Final Warning Templates
Free first and final written warning letter formats for Sri Lankan employers, in Word and PDF, with the show-cause and progressive-discipline steps Labour Tribunals expect.
No statute prescribes warning letters or a fixed number of warnings before dismissal. They matter because, when a termination reaches a Labour Tribunal under section 31B of the Industrial Disputes Act, the tribunal tests whether the employer acted in good faith and proportionately. A documented sequence — counselling, a first written warning, a final warning, a show-cause letter and an inquiry — is the evidence that it did.
A warning must describe the specific conduct (date, time, what was done, the rule or instruction breached), record that the employee was heard, state the improvement required and the consequence of repetition, and give the employee the chance to reply. Any sanction beyond a caution should be preceded by a show-cause letter giving a reasonable period to explain in writing. Suspension pending inquiry is on full pay unless the contract allows otherwise. Never issue a warning for exercising a statutory right such as taking leave, maternity leave or trade-union membership.
For absence without leave, a warning should be followed, if the absence continues, by a registered letter requiring the employee to return within a stated period before the post is treated as vacated.
First written warning
Describes the incident precisely, records the discussion, sets the improvement required and the review date, and states the consequence of repetition.
[Company Letterhead]
Date: [DD Month YYYY]
Ref: [HR/WARN/____]
[Employee Full Name]
[Designation], [Department]
Subject: First written warning
Dear [Mr/Ms Last Name],
On [date] at [time / place] you [describe the conduct precisely: e.g. reported for duty two hours late without informing your supervisor; failed to complete the [task] assigned on [date]]. This is contrary to [clause [x] of your letter of appointment / section [x] of the Employee Handbook / the instruction given to you on [date]].
This matter was discussed with you on [date], when you [gave the following explanation: ... / offered no acceptable explanation]. Having considered it, the Company has decided to issue you this first written warning.
You are required to [state the improvement expected, e.g. report for duty at the rostered time and inform your supervisor of any unavoidable delay before the start of the shift] with immediate effect. Your conduct will be reviewed on [date]. Please note that a repetition of this conduct, or any further misconduct, may lead to further disciplinary action, including a final warning, suspension or termination of employment after due process.
This warning will remain on your personal file for [twelve] months. You may respond in writing within [seven] days if you wish to place your comments on record.
Yours faithfully,
.................................................
[Name of Authorised Signatory]
[Designation]
[Company Name]
I acknowledge receipt of this letter (receipt does not signify agreement): ......................................... [Employee Name] Date: ................
Final written warning
Refers to the earlier warning, the show-cause letter and the meeting; states that further misconduct may lead to termination with written reasons under the Termination of Employment of Workmen Act.
[Company Letterhead]
Date: [DD Month YYYY]
Ref: [HR/WARN/____]
BY HAND
[Employee Full Name]
[Designation], [Department]
Subject: Final written warning
Dear [Mr/Ms Last Name],
We refer to the first written warning issued to you on [date] regarding [summary], and to the show-cause letter dated [date] concerning the further incident on [date], in which you [describe precisely]. Your written explanation dated [date] was considered at a meeting on [date] at which you were present [with a representative of your choice].
The Company finds that the explanation does not justify the conduct, which is a breach of [clause / rule]. In view of the earlier warning, you are hereby issued a final written warning.
You are required to [state the improvement expected] with immediate effect. Any further misconduct or failure to meet the standard set out above within the next [twelve] months will result in disciplinary proceedings that may lead to the termination of your employment, in which case written reasons will be given to you in terms of section 2(5) of the Termination of Employment of Workmen (Special Provisions) Act, No. 45 of 1971.
This warning will remain on your personal file for [twelve] months. You may submit any comments in writing within [seven] days.
Yours faithfully,
.................................................
[Name of Authorised Signatory]
[Designation]
[Company Name]
I acknowledge receipt of this letter: ......................................... [Employee Name] Date: ................
What a warning letter should include
- The facts: date, time, place, what was done and the rule or instruction breached
- That the employee was heard and what they said
- The sanction (first or final warning) and the improvement required, with a review date
- The consequence of repetition and how long the warning stays on file
- An acknowledgement of receipt line (receipt is not agreement) and a right to reply in writing
Common mistakes
- Vague allegations. “Poor attitude” cannot be answered or proven; name the incident.
- Warning and dismissing in one step. Proportionality means the sanction fits the conduct and the history.
- No chance to explain. Issue a show-cause letter before any sanction beyond a caution.
- Warning for taking leave or maternity leave. An unfair labour practice under the Industrial Disputes Act.
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