Warning Letter Generator

The date and a reference number, the employee's name and job title, whether it is a first, second or final warning, the specific issue with dates and facts (not opinions), the policy or rule that was breached, any earlier warnings, exactly what must change and by when, what happens if it doesn't, the employee's right to reply in writing, and signature lines — including one where the employee acknowledges receipt.

The labour laws don't set a fixed number of warnings for most issues; what matters is that the company follows its own approved disciplinary rules and that the termination is justified and documented. Many GCC employers use a first written, second written and final written warning for repeated issues. Serious misconduct can skip steps, but that needs legal advice.

Ask them to sign to acknowledge receipt only — signing doesn't mean they agree. If they refuse, note the date, time and a witness on your copy, or send it by email as well. The letter tells them they can reply in writing, and that reply goes on their file.

A show cause notice asks the employee to explain an incident before any decision is made. A warning letter is the decision: it records the issue and sets expectations. For anything disputed, send a show cause notice first, consider the reply, then issue a warning if it's still justified.

Yes — choose Arabic or Both. If the employee is more comfortable in Arabic, or the matter may reach MOHRE or HRSD, a bilingual letter avoids later disputes about what was understood. Details you type in English stay in English inside the Arabic letter, so type them in Arabic if you want a fully Arabic letter.

That depends on your disciplinary rules — many companies treat a written warning as 'live' for 6 to 12 months, after which it's no longer counted for escalation. Write the period into your policy so it's applied consistently.