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Written Warning Letter Template

Sender (manager)

Sender nameSender titlee.g. Operations Manager, HR ManagerCompany name

Recipient (employee)

Employee nameRole title

Warning details

Warning levelMeeting dateDate you discussed the concern with the employee

Summary of the concernBe specific. A written warning needs a clear and accurate description of the issue.Specific examples discussedDates, times, and observable facts. Avoid opinions.Expected standardWhat 'good' looks like. The employee should be able to measure themselves against this.

Improvement timeframe (weeks)Typically 4-8 weeks for performance, longer for skills development.

Support offeredWhat you'll do to help the employee succeed. Strong defence against unfair-dismissal claims.Consequences if unaddressed (optional)Final warnings include termination as a possible consequence.

Process protections (recommended)

Include the employee's right to respond to the warningInclude reminder of right to bring a support person to future meetings

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