Employee Warning System in Saudi Labor Law: Complete Guide 2026
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Are you facing challenges in implementing the Employee Warning System and need a comprehensive guide that ensures legal compliance while protecting the rights of both the employer and the employee?
The Employee Warning System is one of the most important disciplinary tools used by employers to regulate the relationship with workers under the Saudi Labor Law. A warning is considered the first disciplinary penalty imposed on a violating employee, and it serves as a legal alert that gives them a chance to correct their behavior before resorting to stricter measures such as salary deductions or termination.
At HR360 Solutions, we present this comprehensive Pillar Content guide covering everything you need to know about the Saudi Labor Office Warning System for 2026, from types and conditions to procedures, legal implications, and frequently asked questions.
- Detailed analysis of warning types and their legal validity requirements.
- Practical steps for issuing and electronically documenting an employee warning.
- Comparison tables of disciplinary penalties and their escalation sequence.
- Warning templates for absence, tardiness, and negligence.
- Employee rights to objection and grievance.
- Tips to avoid arbitrary warnings and legal liability.
Do you need a free consultation on legally implementing the Employee Warning System?
What is the Employee Warning System Under Saudi Labor Law?
The Employee Warning System (Employee Warning System) is the legal framework that regulates issuing a warning to an employee as the first disciplinary penalty under Article 66 of the Saudi Labor Law. A warning is defined as an official written notice issued by the employer to the employee documenting a performance shortfall or a violation of internal regulations.
The Employee Warning System aims to achieve a balance between the employer’s right to protect their establishment and the employee’s right to a fair opportunity to correct their behavior. The warning is considered a preventive stage before escalating to stricter disciplinary penalties such as salary deduction or termination of employment.
The Legal Basis for Warnings
- Article 66: Defined the disciplinary penalties, including the warning as the first penalty.
- Article 72: Required that the employee be notified in writing of the decision to impose a penalty.
- Article 75: Regulated the contract termination notice (one-month notice) for indefinite-term contracts.
- Article 80: Defined cases of termination without prior warning.
- Executive Regulations (Article 42): Defined the warning as a letter clarifying the type of violation while alerting the employee to the stricter penalty upon repetition.
Types of Employee Warnings Under Saudi Labor Law
Warnings in the workplace vary according to the severity and nature of the violation, and are divided in the Employee Warning System into the following two main types:
Verbal Warning
An informal procedure used by the direct manager to verbally alert the employee when committing a minor violation. It does not have a direct legal effect in the disciplinary record, but it is an initial preventive step. Not Documented
Written Warning
The approved legal procedure that must be documented. It is an official letter clearly specifying the nature of the violation and setting a time limit for correction. It is delivered with a signed acknowledgment of receipt or by registered mail. Documented
Contract Termination Notice
Used for indefinite-term contracts under Article 75. A written notice must be given at least 30 days in advance (60 days if the wage is monthly). The employee is entitled to their full salary during the notice period. One-Month Notice
Absence and Discontinuation Warning
Issued to an employee absent without legitimate excuse. A warning must be sent after 10 consecutive days or 20 separate days before termination under Article 80/7. Termination
Validity Requirements for Warnings Under the Employee Warning System
For a warning to be valid and achieve its legal effects under the Employee Warning System, the following conditions must be met:
| Item | Condition | Legal Reference |
|---|---|---|
| Clarity and Specificity | The warning must be clear and specific regarding the reason, date, and type of violation | Article 42 of the Executive Regulations |
| Written Form | It must be written in Arabic and signed by the authorized person | Article 72 |
| Delivery | It must be delivered to the employee with a signed acknowledgment or through approved proof methods | Article 72 |
| Response and Defense | The employee must be given a reasonable opportunity to respond and defend themselves | Principles of Justice |
| Investigation | An internal administrative investigation must be conducted to verify the violation before issuing the warning | Judicial Rulings |
| Proportionality | The penalty must be proportionate to the severity of the violation and not be arbitrary | Article 66 |
Steps to Issue an Employee Warning Under the Employee Warning System
The process of issuing a warning under the Employee Warning System goes through several organized stages that ensure justice and legal compliance:
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Document the Violation and Gather Evidence
Document the violation accurately and collect supporting evidence and documents such as attendance and departure reports, email correspondence, or colleague testimonies.
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Conduct an Internal Investigation
Summon the employee for an internal investigation session in the presence of an HR representative. Listen to their statements and defenses and document the minutes in writing.
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Draft the Written Warning
Write the warning in clear language including: employee data, type of violation, date, detailed description, time limit for correction, and potential consequences upon repetition.
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Deliver the Warning to the Employee
Deliver the warning to the employee with a signed acknowledgment of receipt on two copies. In case the employee refuses to sign the warning or is absent, send it by registered mail to the address on file.
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Retain a Copy in the Disciplinary File
Keep a copy of the warning and investigation report in the employee’s disciplinary file electronically on the Qiwa platform to ensure retrieval when needed.
Do you need ready-made employee warning templates or consultation on internal investigation procedures?
Disciplinary Penalties Under Saudi Labor Law
Article 66 of the Saudi Labor Law defines the disciplinary penalties that an employer may impose on an employee, starting with the warning as the first penalty and escalating gradually:
| Penalty | Description | Conditions |
|---|---|---|
| Warning | Written notice to correct behavior | First violation or minor violation |
| Fine | Salary deduction not exceeding 5 days’ wages | Repetition of the violation after warning |
| Deprivation of Bonus | Postponement of annual bonus for a period not exceeding one year | According to the internal penalties schedule |
| Postponement of Promotion | Postponement of promotion for a period not exceeding one year | According to the internal penalties schedule |
| Suspension from Work | Suspension of the employee without pay | Serious violations requiring suspension |
| Termination | Termination of the employment relationship | Article 80 or repetition of a serious violation |
Penalties must be proportionate to the severity of the violation, and no more than one penalty may be imposed for the same violation. The penalty must also be signed by the authorized person in the establishment. For more on payroll management and deductions, see Payroll Management System: A Complete Guide.
Common Warning Templates Under the Employee Warning System
1. Employee Warning Template for Absence
Used when an employee is absent without a legitimate excuse. Under the Employee Warning System, an absence without excuse warning must be sent after 10 consecutive days or 20 separate days within the year before resorting to termination. The template must include:
- The start date of absence and number of days.
- A warning to return immediately.
- Reference to Article 80/7 of the Labor Law.
2. Employee Warning Template for Repeated Tardiness
For repeated tardiness to work without acceptable justification. It is advisable to document previous instances of tardiness and attach them to the warning.
3. Employee Warning Template for Negligence
Issued when committing professional errors that affect workflow or establishment safety. Errors must be specified precisely with dates and evidence.
4. Employee Warning Template for Violation of Internal Regulations
For violations of internal company policies (such as mobile phone use, dress code, behavior). The violated clause in the regulations must be referenced.
Employee Rights When Receiving a Warning Under the Employee Warning System
The Employee Warning System guarantees the employee a set of rights that protect them from arbitrariness. For more details, see our guide on Employee Rights Under Saudi Labor Law. Here are the most prominent of these rights:
Right to Object
The employee has the right to object to the decision to impose a penalty within 15 days from the date of notification of the final decision, by submitting the objection to the Labor Court, which issues its decision within 30 days.
Right to Investigation
An internal administrative investigation must be conducted before imposing the penalty, giving the employee adequate opportunity to present their defenses and documents.
Right to Compensation
If it is proven that the warning was issued arbitrarily or with intent to harm the employee, they are entitled to claim compensation for material and moral damages.
Right to Salary During Notice Period
The employee is entitled to their full salary during the notice month (contract termination notice), and is entitled to one day or 8 hours per week to search for another job.
How Many Warnings Lead to Termination Under Saudi Labor Law?
One of the most common questions is: After how many warnings is an employee terminated? The legal answer is that the Saudi Labor Law does not specify a fixed number of warnings before termination. It depends on the type of violation and its circumstances:
- Grave Violations (Article 80): The employee is terminated immediately without warning in cases such as assault on the employer, fraud, forgery, disclosure of secrets, or absence without excuse for more than 15 consecutive days.
- Minor Violations: Penalties escalate gradually starting from the warning, through fines and suspension, and may reach termination upon repetition of the violation.
Arbitrary Warning: How to Avoid It as an Employer?
An arbitrary warning is a warning issued without legitimate justification or in violation of regulatory procedures. To avoid it when applying the Employee Warning System:
- Document all violations with evidence and dates before issuing the warning.
- Conduct a comprehensive internal investigation and listen to the employee’s statements.
- Ensure the penalty is proportionate to the severity of the violation.
- Deliver the warning in writing with a signed acknowledgment of receipt or proof of delivery.
- Do not issue a warning more than 30 days after discovering the violation.
- Consult a legal advisor before termination in serious cases.
Proper management of disciplinary penalties is one of the most prominent HR challenges in Saudi companies facing establishments today.
Warnings and the Qiwa Platform: Electronic Documentation
With digital transformation, establishments can now document warnings electronically through the Qiwa platform affiliated with the Ministry of Human Resources. The system allows:
- Recording violations and penalties in the employee’s digital file.
- Sending automatic notifications to the employee through the platform.
- Documenting the employee’s electronic signature on the warning.
- Tracking the history of previous violations and penalties.
- Generating periodic disciplinary reports for the establishment.
How Can HR360 Help You Implement the Employee Warning System?
At HR360 Solutions, we provide integrated solutions for managing disciplinary penalties and warnings in compliance with the Employee Warning System:
| Service | What We Offer |
|---|---|
| Drafting Internal Regulations | Preparing work organization, violations, and penalties regulations compliant with the Labor Law. |
| Warning Templates | Designing ready-made warning templates for absence, tardiness, negligence, and violations. |
| Internal Investigations | Conducting administrative investigations and legally documenting them to protect the establishment. |
| Electronic Documentation | Registering warnings on the Qiwa platform and digital employee files. |
| Legal Consultations | Reviewing disciplinary procedures and avoiding arbitrary warnings. |
| Court Representation | Defending the establishment’s rights in labor lawsuits related to termination. |
To learn how to evaluate employee performance and link it to disciplinary penalty procedures, see Job Performance Evaluation: Best Practices.
Frequently Asked Questions About the Employee Warning System
What is the Employee Warning System under Saudi Labor Law?
It is the legal framework that regulates issuing a warning to an employee as the first disciplinary penalty under Article 66 of the Saudi Labor Law. It aims to alert the employee to their violation and give them a chance to correct their behavior before stricter penalties are applied.
What are the types of employee warnings in Saudi Labor Law?
Warnings are divided into: verbal warning (informal), written warning (documented in the disciplinary record), contract termination notice (one-month notice for indefinite contracts), and absence warning (before termination in cases of discontinuation).
How many warnings lead to termination under Saudi Labor Law?
The Law does not specify a fixed number. An employee is terminated immediately for grave violations (Article 80). For minor violations, penalties escalate gradually from warning to termination upon repetition.
What are the validity requirements for a written warning?
It must be clear, specific, and written in Arabic, signed by the authorized person, delivered to the employee with a signature or registered mail, while giving them an opportunity to respond and defend themselves.
What happens if an employee refuses to sign a warning?
The warning is sent by registered mail to the address on file. The employee has the right to object within 15 days to the Labor Court, which decides on the objection within 30 days.
Can an employee be terminated without a warning?
Yes, in the exceptional cases stipulated in Article 80, such as assault, fraud, or absence without excuse for more than 15 consecutive days.
Is the employee entitled to salary during the notice month?
Yes, the employee is entitled to their full salary during the contract termination notice period (30 or 60 days), and is entitled to one day or 8 hours per week to search for another job.
What is the statute of limitations for disciplinary violations?
An employee may not be held accountable for a violation discovered more than 30 days ago if no investigation procedures have been initiated. The warning itself is removed from the record after 6 months if the employee’s conduct is satisfactory.
Implement the Employee Warning System Professionally with HR360
If you are looking for a reliable partner to help you implement the Employee Warning System legally and systematically, HR Consulting Company provides you with integrated services including drafting regulations, internal investigations, electronic documentation, and legal consultations.
We protect your establishment from legal risks and help you build a disciplined and fair work environment.