Final written warning letter
Our Final Written Warning Letter Template addresses repeated or serious issues, emphasising consequences and setting clear expectations for improvement.
Use this model letter to provide confirmation to an employee that they have been issued with a final written warning for misconduct, including provision for them to appeal.
This letter should normally be issued following a previous written warning for the same issue, and time has been given for them to improve. If the employee does not improve and they are still consistently late without good reason, then a final written warning is warranted.
Employers should follow the ACAS Code of Practice in relation to dismissal and disciplinary procedures. Use this letter after a conduct hearing has taken place.
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What is a Final written warning letter?
A Final Written Warning Letter is a formal document that is issued to an employee as a final warning for their unacceptable behaviour or performance. It is usually the last step in a progressive discipline process that is designed to give the employee a chance to correct their behavior before termination of employment.
The letter is issued after a disciplinary hearing has taken place, and typically outlines the specific concerns or issues the employer has with the employee's conduct or performance, and sets out clear expectations for improvement. It may also provide details on any consequences that may result if the employee does not improve, such as termination of employment.
Like the First Written Warning Letter, the Final Written Warning Letter is also kept on the employee's personnel file, and may be used as evidence in any future disciplinary proceedings. It is important for both employers and employees to take the contents of a Final Written Warning Letter very seriously, as it is a formal warning that the employee's job may be at risk if they do not improve their behavior or performance.
As soon as possible after the disciplinary hearing
The Employer (you) to the Employee
Great Britain & NI (United Kingdom), Worldwide
How can I ensure that this letteris executed effectively?
| Step | Description | Responsibility | Timing |
| 1 | Hold Disciplinary Hearing | Chairperson/Panel | After previous warnings |
| 2 | Review Disciplinary Policy | HR/Management | Before determining action |
| 3 | Assess Reasonable Employer Response | HR/Management | After policy review |
| 4 | Confirm Final Written Warning | HR/Supervisor | After assessment |
| 5 | Prepare and Issue Warning Letter | HR | After confirmation |
What legislation and best practice guidelines have been taken into account in the development of this template?
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Employment Rights Act 1996: Provides guidelines on issuing final written warnings as part of disciplinary procedures.
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Equality Act 2010: Ensures fair treatment during disciplinary processes, prohibiting discrimination based on protected characteristics.
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ACAS Code of Practice on Disciplinary and Grievance Procedures: Offers best practices for handling disciplinary matters, including final warnings.
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Data Protection Act 2018: Ensures that employee data related to final written warnings is handled securely and confidentially.
Other territories
Consult your jurisdiction's employment legislation or labor laws to ensure compliance with the template. Review the language for local precision.
In which communication or process sequence does this template belong?
Disciplinary hearing script
Our Disciplinary Hearing Script Template ensures structured proceedings, promoting fairness and adherence to disciplinary policies during hearings.
Disciplinary outcome appeal letter template
Our Disciplinary Outcome Appeal Letter Template empowers employees to seek fair resolution, addressing concerns and ensuring procedural fairness.
