Checklist for drafting a written warning (Incl. lawyer-drafted template)

The checklist below sets out the key information to consider when you're thinking about issuing a written warning during a disciplinary process - find out more about disciplinary procedures by reading our comprehensive guide. In this blog, we'll provide you with a handy checklist to guide you through the process of issuing effective written warnings. We'll also highlight the key elements to include in a written warning template, so you can ensure a smooth and fair disciplinary procedure.

What is a written warning?

A written warning is a formal communication that a company issues to an employee when their performance or behaviour falls below the company’s expected standards.

If you're planning to write your own written warning (first or final), you can find our dynamic written warning letter template here.

Written warning checklist

1. Review your company's policies

• Check your company's policies and procedures regarding disciplinary actions, including first and final written warnings.

• Familiarise yourself with your company's policies regarding disciplinary actions, e.g. the disciplinary policy. This outlines a clear process and appropriate actions that should be taken to ensure that a fair process is followed.

2. Gather evidence

• To provide an accurate and fair assessment, first you should gather all the necessary information related to the employee's behaviour or performance issue.

• This may include incident reports, performance evaluations, witness statements or any other relevant documentation that supports your case.

• For more information about the investigation stage of a disciplinary process, read this guide.

3. Assess the issue thoroughly

• Based on the information available to you, does the severity of the issue require a first or final written warning? If so, move on to point 4.

• If you would like more information about other disciplinary actions, check out this guide.

4. Set out the purpose of the warning in your letter

• Now you have decided that a written warning is the most appropriate course of action, you should ensure that your written warning clearly communicates the purpose of the letter.

• The letter should inform the employee that the written warning is being issued as a result of their misconduct or failure to meet the expected standards.

5. Include sufficient detail of the issue(s)

• The written warning should set out a detailed description of the misconduct or poor performance. This should be objective and provide specific examples to help the employee understand the situation. This clarity will set expectations and help the employee to take suitable steps to make improvements moving forward.

• Your letter should not contain general accusations.

• Include specific details about the issue, including relevant dates, incidents and expectations of behaviour.

6. Outline practical guidelines for moving forward

• Specify the expected changes in behaviour along with a timescale for the employee to improve the situation.

• Providing clear guidelines and performance improvement plans will help the employee understand what is expected of them and how they can make improvements in future.

7. Explain the consequences if the employee fails to fix the issue

• Let the employee know what may happen if they do not follow your suggested guidelines. Clearly explain the possible consequences for ongoing misconduct or a lack of improvement.

• This can include the escalation of disciplinary action or even termination of employment. Being transparent about these potential outcomes will help the employee comprehend the significance of the written warning.

8. Inform the employee of their right to appeal the written warning

• Let the employee know that they have a right to appeal the decision and provide instructions for initiating the appeal process.

• For more information about the right to appeal a disciplinary action, check out the Acas website.

Final thoughts

Writing an effective written warning requires careful consideration and attention to detail. By following this checklist, you will be better equipped to navigate the disciplinary process while ensuring fairness and clarity. Remember, the goal of a written warning is to address the issue at hand while providing the employee with an opportunity to grow and improve.

While this checklist covers the fundamental aspects of giving written warnings, it's essential to adapt your approach based on your company's specific policies and the unique circumstances of each case.

Docue’s written warning template letter includes the option to include all of the information above. All you need to do is answer a series of simple questions, and a fully customised written warning letter will be produced in real-time. If you get stuck with any questions, don’t worry because Docue’s lawyer-drafted guidance notes are there to help you along the way.

Sign up now to use Docue's written warning letter template.