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Excessive Prolonged Lunch Breaks: Warning Letter to Employee

Every company has certain policy for its employees for timing on lunch break in between working hours. Companies expect that the employees follow it honestly as generally no body monitors the lunch timing of employees.

But sometimes the superior/boss may notice that you are missing from work during lunch breaks for much more time than its prescribed for it, which may not be acceptable to them.

sample warning letter to employee for excessive prolonged lunch breaksSometimes in the office canteen it may be quite noticeable that employees are taking excessive time in lunch breaks and wasting their time in chatting.

This is not only against the company policy but also clearly this impacts the productivity level fixed for employees.

Therefore, it becomes necessary to either warn all the employees in general or if only a few employees are only doing this, then warning those particular employees to abstain from taking prolonged lunch breaks.

The following format of warning letter can be suitably modified and used.


Ref: ..................
Date: .................

(Name of the Employee)
(Employee Code)
(Department Name)

Sub: Prolonged lunch breaks : Violation of employee policy

Dear Mr. ..............,

We value the services of all the employees who are dedicatedly working for our company. Each one is an asset for the company. It is expected that each employee, no matter what grade he belongs, sincerely follows the company policy prescribed for the employees.

One of the rules of the policies is to obey the lunch hour timings which is limited between 1pm to 1.30pm during working hours at the office. There might be slight variations from this around 10mins, which is acceptable to us, as we are only humans minor variations are bound to happen. But when an employee takes advantage of these lunch hours by spending prolonged time at lunch or otherwise in the name of lunch hour breaks, it becomes a clear violation of company policy, which attracts penalization.

It has come to our attention that you have been taking lunch breaks for a prolonged time on a regular basis. Kindly be advised that if you continue to do so - as per company policy, half day salary will be deducted from your pay for each day of such violation.

As this is your first warning in this matter, we are not taking any disciplinary action. We, therefore, strongly advise you to abstain from any such violations in future and obey the lunch break timings at office at all times.

Thanking you for your understanding and cooperation in the matter!


(Name of the Officer)


Dear Ms. ................,

It has come to our attention that you have been continuously taking prolonged lunch breaks during office hours. As you are well aware, the lunch break timing is fixed between 01:30p.m. till 02:15p.m. All the employees are expected to follow the lunch break timing strictly. Though minor variations from this could be allowed for about 5 to 10 minutes, but anything beyond that will not be allowed at all.

We must remind you that as per company policy such violation of policy for lunch hour timing will attract disciplinary action against the employee which includes deduction of half day salary for each day of violation. As this is the first warning in the matter, we are not taking any disciplinary action.

We hope that you will abide by the rules and will not repeat this in future.

Thank you for your understanding!


  1. Good template. Thanks for publishing it here. 👍

  2. Thank you. Very useful.


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