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Written Warning Letter Template for England and Wales

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Key Requirements PROMPT example:

Written Warning Letter

"I need to draft a Written Warning Letter for an employee who has been consistently late to work over the past month, including specific instances and targets for improvement, with a review date set for March 2025."

Document background
The Written Warning Letter is a crucial employment document used in England and Wales when formal disciplinary action becomes necessary. It should be issued following appropriate investigation and usually after informal attempts to address issues have been unsuccessful. The letter must comply with the ACAS Code of Practice and relevant employment legislation, providing clear documentation of the concerns, expected improvements, and potential consequences. This formal warning serves both as a record of the disciplinary action and as protection for both employer and employee in potential future proceedings.
Suggested Sections

1. Letter Header: Company details, date, and employee details

2. Nature of Misconduct/Issue: Clear description of the incident or behavior causing concern

3. Previous Discussions: Reference to any informal discussions or previous warnings

4. Expected Standards: Clear statement of expected behavior or performance

5. Consequences: What will happen if behavior doesn't improve

6. Improvement Plan: Specific actions required and timeframe for improvement

7. Right to Appeal: Information about appeal process and timeframes

Optional Sections

1. Support Offered: Details of any training or support available when performance issues are related to skill gaps

2. Review Dates: Specific dates for progress reviews, used for longer improvement periods

Suggested Schedules

1. Company Disciplinary Policy: Copy of relevant policy for reference

2. Evidence Documents: Any supporting evidence of misconduct/poor performance

3. Meeting Notes: Notes from disciplinary hearing if applicable

Authors

Alex Denne

Head of Growth (Open Source Law) @ tiktok³ÉÈ˰æ | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Relevant legal definitions














Clauses

















Relevant Industries
Relevant Teams
Relevant Roles
Industries

Employment Rights Act 1996: Primary legislation that sets out basic employment rights, defines requirements for fair disciplinary procedures, and establishes the framework for unfair dismissal claims

ACAS Code of Practice on Disciplinary and Grievance Procedures: Provides practical guidance on handling disciplinary situations, where failure to follow can result in up to 25% increase in tribunal awards. Sets out principles of fairness and natural justice

Equality Act 2010: Ensures disciplinary actions aren't discriminatory based on protected characteristics, requires reasonable adjustments for disabled employees, and protects against victimisation

General Data Protection Regulation (GDPR) and Data Protection Act 2018: Regulates how disciplinary information is recorded and stored, ensures personal data processing is lawful and fair, and gives employees right to access their records

Human Rights Act 1998: Ensures right to fair hearing, protects privacy rights, and guarantees freedom of expression in employment contexts

Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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