Nobody enjoys giving a written warning. Done well, though, it is one of the fairest things a manager can do: it tells the employee exactly what needs to change, gives them a real chance to change it, and leaves a record that protects both sides.
This is general guidance, not legal advice. Employment law varies a great deal between countries and states, and for a serious case it is worth talking to a professional.
Before you write anything
- Check your own policy. Most workplaces have a stated sequence: a verbal warning, then a written warning, then a final written warning. Follow it.
- Gather the facts. Dates, times, what happened, who saw it. If you cannot list specifics, you are not ready to write the warning.
- Look for earlier conversations. If you raised the same issue before, note when.
What to write
Describe what happened, not what you think of the person
This is the single most important rule. Compare these two sentences:
"Arrived at 09:40, 09:35 and 09:50 for shifts starting at 09:00 on 8, 12 and 19 July." "Has a poor attitude to timekeeping."
The first is a fact anyone could check. The second is an opinion, and an opinion is the first thing a challenge will attack. Write warnings that a stranger could verify.
Name the rule or standard
Say which policy, rule or reasonable expectation was not met. "Attendance policy, section 2: shifts begin at the published start time."
Say what must change, and by when
Be specific. "Arrive by the shift start time for every shift over the next eight weeks" gives the employee a clear target. "Improve punctuality" does not.
Say what happens next
Explain what follows if the problem continues, such as a final written warning, and what support is available, such as a change of shift pattern.
Leave room for the employee's side
Include a space for the employee's comments. Their account belongs on the record too.
The conversation
- Hold it in private, never in front of colleagues.
- Go through the notice point by point.
- Let the employee respond, and write down what they say.
- Ask them to sign to confirm they received the notice. Make clear that signing does not mean they agree with it.
- Give them a copy, and keep one on file.
Common mistakes
- Saving up a list of complaints and delivering them all at once.
- Vague language, such as "unprofessional behaviour", with no example.
- Warning someone for something that was never explained to them as a rule.
- Forgetting to follow up when the review date arrives, including to say that things have improved.
Use a template
The employee warning notice template has the warning level, violation types, a space for the incident description, corrective action, the employee's comments and signature blocks for both of you. Fill it in on screen and export a PDF, or print it blank.