HR glossary · Ending employment and discipline

Written warning

A written warning is a dated letter telling an employee what they did wrong, what must change, and what will happen if it continues.

Also called: warning letter, disciplinary letter, letter of reprimand

What written warning means

A written warning is a formal letter to an employee about a conduct, attendance or performance problem. It records what happened, sets out the standard you expect, and says what may happen if the problem continues. It is usually the second step in progressive discipline, after a verbal warning.

Its main job is to give the employee a clear, fair chance to correct things. Its second job is to create a record. If the problem continues and you later dismiss the person, a vague memory of a conversation will not carry much weight. A clear, dated, signed letter will.

How it works

A good written warning covers six things: the date; the specific facts (what, when, where), not general labels like "bad attitude"; the rule or expectation that was broken; what must change and by when; any support you are offering; and the consequence if it happens again, for example a final warning, suspension or termination.

Ontario's Employment Standards Program gives a useful checklist when it describes when disobedience can justify dismissal without notice: the rule must be clear and communicated to the employee, it must not be minor, and the employee must know in advance that breaking it could lead to termination. A written warning is how you show those things.

Meet with the employee to give the warning. Let them respond, and note what they say. Ask them to sign to confirm they received it, not that they agree. If they refuse, note that on the letter and have a second manager initial it. Give them a copy and keep one in their file.

Common mistakes: writing in anger, mixing several unrelated issues, threatening consequences you would not actually apply, letting a warned behaviour slide afterward, and forgetting to ask whether a health or family issue is behind the problem.

Is it the same in every province?

Written warnings are a workplace practice, and the same approach works across Canada. In a unionized workplace, the collective agreement may set rules on how warnings are given and how long they stay on file. Quebec has its own language rules for workplace documents, so check those if you employ people there.

Example: A safety warning at a Red Deer warehouse

Kate manages a 14-person warehouse in Red Deer. A forklift driver is seen twice in one week driving without a seatbelt. She talked to him about it the first time.

After the second time, she gives him a written warning that lists both dates, quotes the seatbelt rule from the safety policy he signed, says he must wear it every time from today, and states that another breach may lead to a suspension. He signs to confirm he received it, and she keeps a copy in his file.

Hollis drafts the letter

Hollis drafts province-specific warning letters with the facts, expectation and consequence set out, for you to review, edit and give to the employee yourself.

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Questions about written warning

What should a written warning include?

The date, the specific facts, the rule or expectation, what must change and by when, any support offered, and the consequence if it continues.

Does the employee have to sign a written warning?

No. Ask them to sign to confirm they received it. If they refuse, note that on the letter with a witness.

How many written warnings before I can fire someone?

There is no set number. You can end employment without cause with proper notice at any time; for dismissal for cause, what matters is the seriousness of the conduct and whether the employee was clearly warned.

Official sources

General information for Canadian employers, not legal advice. Rules differ by province and territory and change over time, so check with your provincial employment standards office (or the federal Labour Program if you are federally regulated) before you rely on it. See employment standards by province.

Checked against official sources on 4 November 2026.