A procedurally sound warning letter template aligned with the Industrial and Commercial Employment (Standing Orders) Ordinance 1968 — use it before any show-cause or termination.
In Pakistan, termination without a documented disciplinary process is almost always overturned by the NIRC or provincial labour courts. A clear warning letter, served properly and acknowledged, is the first step in a procedurally sound disciplinary process. Skip it and you risk reinstatement orders and back-wages; serve it correctly and the employer is in a strong position.
Get a properly formatted Microsoft Word (.docx) file with headings, bullets and placeholders already styled. Replace all [SQUARE BRACKETS] with your own details.
WARNING LETTER [COMPANY NAME] [OFFICE ADDRESS] Reference: HR/WL/[SERIAL]/[YEAR] Date: ____________________ To: [EMPLOYEE NAME] Employee ID: [_________] Designation: [_________] Department: [_________] Subject: First / Second / Final Written Warning — [Briefly State the Concern] Dear [EMPLOYEE NAME], 1. BACKGROUND This letter is issued further to the expectations set out in your appointment letter dated [DATE], the Company's policies notified to you on [DATE], and the Industrial and Commercial Employment (Standing Orders) Ordinance 1968 which governs our employment relationship. 2. INCIDENT / CONDUCT BEING ADDRESSED It has been observed that on [DATE(S)], you [describe the specific conduct in factual, neutral terms — e.g., "were absent from duty without prior leave approval and without informing your reporting manager for three consecutive working days"]. This conduct contravenes: - Clause [__] of your appointment letter - [COMPANY POLICY] notified on [DATE] - Standing Order [__] of the Standing Orders applicable to this establishment 3. PRIOR DISCUSSIONS / COUNSELLING You were verbally counselled by your reporting manager on [DATE] regarding [subject]. Despite that discussion, the conduct has recurred. 4. REQUIRED ACTION You are hereby warned that any recurrence of such conduct shall be treated as misconduct under the Standing Orders Ordinance 1968 and may result in further disciplinary action including a show-cause notice, suspension or termination of employment. You are required to: - [specific corrective action 1] - [specific corrective action 2] - [specific corrective action 3] with effect from [DATE]. 5. RIGHT TO REPRESENT You have the right to submit a written response explaining the circumstances within [7 / 14] days of receipt of this letter. Your response shall be considered before any further action. 6. RECORD A copy of this letter shall be placed in your personnel file. We trust you will take immediate corrective steps and make this warning unnecessary. Sincerely, ____________________ [HR HEAD NAME] [DESIGNATION] [COMPANY NAME] ACKNOWLEDGEMENT BY EMPLOYEE I, [EMPLOYEE NAME], acknowledge receipt of this warning letter on [DATE]. Acknowledgement of receipt does not constitute admission of the conduct described. Employee signature: ____________________ Date: ____________________ Witness (HR): ____________________
There's no fixed number. The Standing Orders Ordinance 1968 requires a fair inquiry before termination for misconduct. In practice, a progression of warnings plus a show-cause and inquiry report is the safe pattern.
Record the refusal with a witness, then send the letter by registered post with acknowledgement due (AD) to the last known address — refusal does not defeat the warning.
Yes — employees can represent against warnings. That is why it is critical to include the right to respond in the letter and keep the tone factual, not accusatory.
Peoplifi generates Pakistan-compliant offer letters, warning letters and policy packs from your employee data in one click — no copy-pasting, no version drift.