What is a Written Warning Template?

A written warning template is a workplace document that employers use to communicate to employees when they have violated a company policy or failed to meet expectations. Written warnings can be issued for a variety of reasons such as employee misconduct, poor performance, or attendance issues. Written warnings are often used as a tool to correct employee behavior and help them improve their performance.

How to Create a Written Warning Template

Creating a written warning template can help ensure that the process is consistent and fair for all employees. Here are some steps to follow when creating a written warning template:

Step 1: Outline the Violation

When creating a written warning template, the first step is to outline the violation. This should include the specific policy or expectation that was violated and the date it occurred. Make sure to include any relevant details about the incident, such as any witnesses or other evidence.

Step 2: Include Consequences

The next step is to include the consequences of the violation. This can include a reprimand, suspension, or termination depending on the severity of the violation. It is important to include any other disciplinary actions that may be taken as well, such as a reduction in pay or hours.

Step 3: Set Performance Goals

The third step is to set performance goals for the employee. This should include a timeline for when the goals need to be met and what will happen if they are not met. This helps ensure that the employee understands what is expected of them and that they have the opportunity to improve their performance.

Step 4: Signatures

The fourth step is to include signatures from both the employee and the supervisor. This confirms that the employee has read and understood the written warning and that the employer has provided it to the employee. It also confirms that the employee has agreed to the terms outlined in the warning.

Tips for Using Written Warning Templates

Once you have created a written warning template, there are some tips to keep in mind when using it:

Be Fair and Consistent

It is important to be fair and consistent when issuing written warnings. Make sure to use the same language and follow the same process for each warning. This will help ensure that all employees are treated the same and that the process is transparent.

Be Specific

When outlining the violation, make sure to be as specific as possible. This will help the employee understand what they did wrong and what is expected of them in the future. It will also provide evidence if the employee disputes the warning.

Follow Up

Finally, make sure to follow up with the employee to ensure that they have met the performance goals outlined in the warning. This will help ensure that the employee is on track and that the warning was effective.