Written warning template – maximise your opportunities to grow

Believe it or not, written warning templates having to run a disciplinary action against an employee is tough - so creating a good template can make a massive difference.

So how do you make it right? How do you find an adequate tone of voice and delivery method?

As an HR expert, I’ve encountered many challenges when it comes to disciplinary actions, but I know they’re good opportunities for managers and team members to set the course of their progression straight and follow HR compliance on the matter.

In this blog, I’ll be sharing written warning templates tailored to different situations along with how you can turn a written warning into a positive experience – whilst also acknowledging the difficulties you may encounter during it.

If you don’t have time for this, however, simply download our written warning template below.

What is a written warning?

A written warning is a formal letter given to an employee to inform them of the outcome of a disciplinary meeting. It’s generally given by a senior member of the team, an HR team member or their line manager.

Written warnings often go into an employee’s record and stay there for a specific period of time.

As an HR professional, it’s crucial for you to rely on a written warning template whenever these situations occur so you stay compliant and make sure everything is recorded, including the outcome of the disciplinary hearing.

Remember that these procedures should be highlighted in your company handbook for transparency.

When do you need a written warning template?

There are several situations where you will need a written warning template depending on the type of employee misconduct:

Poor performance
Bullying
Discrimination
Unauthorised absences

These are just a few examples of why you may need to have a written warning template on hand, but one thing to remember is how essential it is to get the wording and all the details correct.

What does a written warning template include?

It can be difficult to know what a written warning template should include, especially if you’ve never seen one before.

There are many reasons why you may be worried about getting a written warning template right – what if you forget an essential part that could expose you to a potential lawsuit? What if you’re accused of unfair dismissal? (Good time to subscribe to an employer's liability insurance for peace of mind, although it won't protect you for everything)

That’s why I wanted to give you more information about what a written warning template should include so you can create a bespoke one for your business.

Before you create your own written warning template, however, ensure you:

Gather all the relevant facts about potential misconduct and appoint an “investigating officer”
Have an informal meeting with the employee and their manager to inform them of the situation (remember to keep notes and be transparent)
For serious cases, take statements from witnesses and collect documents
Pick a date and a place for the meeting to take place and give all the necessary information

Give the team members the opportunity to discuss the situation and present their own point of view. Consider and question any explanations put forward. The meeting should be a two-way discussion.

The outcome of this meeting will determine the content of the written warning you will send to your team member. Whatever the situation is, here are the elements you should always include:

Team member’s name
Team member’s address
Date
Disciplinary hearing date
Reasons why disciplinary actions were taken against the team member
Outcome of the disciplinary hearing: what kind of actions are taken against the team member or what is expected of them
Reason behind the outcome
Information about how long the misconduct will stay on the employee’s record
Information about the period during which the employee can appeal and how to do it
Name and signature

These are the main elements, but a disciplinary procedure is not a one-size-fits-all, and that’s where you will have to tweak the letter to fit your specific circumstances.

Free written warning templates

Generic written warning template

[Print on Employer’s Letterhead or insert Company Name and Address]

[Team Members Name]

[Address]

[Post Code]

[Date]

Dear [Name],

Following the disciplinary hearing that took place on [Date], I am writing to confirm the outcome. At the hearing you were informed that [insert company name] was taking disciplinary action against you for the following reasons: [Insert reasons here].

We have considered your evidence along with your explanation, and have decided that you will be given a verbal warning / written warning / final written warning in line with the company procedures. This is because [insert reasons for the outcome]. This will remain on your record for [insert length of time].

You have the right to appeal against this decision. If you would like to appeal, please write to [insert name and email address] within 5 days of receiving this outcome.

Yours sincerely

[Name & Title]

For and on behalf of [Company Name]

Poor performance written warning template

[Print on Employer’s Letterhead or insert Company Name and Address]

[Team Members Name]

[Address]

[Post Code]

[Date]

Dear [Name],

Following the disciplinary hearing that took place on [Date], I am writing to confirm the outcome. At the hearing, you were informed that [insert company name] was taking disciplinary action because you failed to meet the expectations and measurements set out for your job title.

We have considered your results along with your explanation, and have decided that you should meet the following goals:

[list the set of precise goals and measurements you need them to achieve]

Following this letter, you must meet the goals we set out for your performance within the following timeframe: [mention timeframe].

If you do not meet the goals within this timeframe, we will, unfortunately, have to consider further disciplinary action that might lead to your dismissal.

We hope you understand this letter and require you to sign an agreement. Please note that we will assist you as much as we can in reaching your goals. We do value your presence in the company and wish for your success.

You have the right to appeal against this decision. If you would like to appeal, please write to [insert name and email address] within 5 days of receiving this outcome.

Yours sincerely

[Name & Title]

For and on behalf of [Company Name]

Misconduct written warning template

[Print on Employer’s Letterhead or insert Company Name and Address]

[Team Members Name]

[Address]

[Post Code]

[Date]

Dear [Name],

Following the disciplinary hearing that took place on [Date], I am writing to confirm the outcome. At the hearing, you were informed that [insert company name] was taking disciplinary action because of the unprofessional misconduct you displayed on [ date when it happened].

We gathered evidence that you [describe the issue/what happened]. We consider this behaviour highly unprofessional and condone it as outlined in our [name] company policy.

For this reason, we have decided to [set expectations] and expect you to [set expectations to correct behaviour] within the following timeframe [set timeframe].

If you do not meet expectations within this timeframe, we will, unfortunately, have to consider further disciplinary action that might lead to your dismissal.

We hope you understand this letter and require you to sign an agreement. You have the right to appeal against this decision. If you would like to appeal, please write to [insert name and email address] within 5 days of receiving this outcome.

Yours sincerely

[Name & Title]

For and on behalf of [Company Name]

Absenteeism written warning template

[Print on Employer’s Letterhead or insert Company Name and Address]

[Team Members Name]

[Address]

[Post Code]

[Date]

Dear [Name],

Please note that these absences are impacting your team’s productivity and performance. In a 12-month period, we recorded [add days of absences and occurences] – although we do appreciate and understand that team members can be ill or need to be absent from work, this is against the company’s current policy to not inform your manager on time and in advance.

For this reason, we have decided to issue a written warning that will stay on your record for 12 months and expect to comply with our current policy.

If you do not, we will, unfortunately, have to consider further disciplinary action that might lead to your dismissal.

We hope you understand this letter and require you to sign an agreement. Please note that we can offer support for whatever you’re struggling with, and we’re happy to help if you have any concerns with your current ability to attend work.

You have the right of appeal against this decision. If you would like to appeal, please write to [insert name and email address] within 5 days of receiving this outcome.

Yours sincerely

[Name & Title]

For and on behalf of [Company Name]

What happens after you’ve issued a written warning?

What happens after you’ve issued a written warning is really up to you to decide, depending on the disciplinary procedures you’ve got in place.

At Charlie, we like to see written warnings as reminders that people can grow and do better, but we know that won’t happen without genuine feedback and concrete help.

Here’s some advice on how you can handle what happens after a written warning has been issued:

Set goals and put together action plans to make sure the team member has a roadmap and a timeline for when and how they need to improve
Encourage a culture of feedback to get employees to give feedback to their peers, learn from their mistakes, and build on their strengths
Build support around the employee and make sure they don’t feel isolated so they can work through challenging times such as getting a written warning

You should also make sure you’re equipped to deliver the messages your team member needs to hear – sometimes that takes improving your emotional intelligence skills and making sure the message gets heard without putting all the blame on the team member.

Of course, written warnings can’t always be that easy, but it’s important to be as honest as possible when it comes to performance, behaviour and absenteeism to address the problem straight ahead and set clear expectations before it leads to the team member being dismissed.

These can be difficult conversations, but they can be made easy by automating performance review conversations with software like Charlie – simply make sure these conversations happen regularly by setting the tempo in a few clicks, and you’ll find it makes it easier and easier to report on how someone is doing.

If you want to find out more about HR compliance, read our guides below: