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File note form

£ 9
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Our File Note Form Template records first offences or minor incidents, promoting fair and consistent documentation.

If an employee has displayed poor performance or attitude, or committed minor misconduct for the first time, use this model file note form template to record it.

Reading time
How long to understand and implement this form?
5 mins
Word count
How many words in this form?
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What is a File note form?

File notes are written records of an employee's disciplinary actions or performance issues maintained in their personnel file. They track incidents, counseling, and corrective measures, enabling employers to address poor behaviour or misconduct. File notes must be factual, objective, and compliant with relevant laws.

Best practice timescale for this to be issued
When should this form be issued?
As soon as possible after the event
Issued by who, to whom
Who should issue this form, and to whom?
The Employer (you) to the Employee
Applicable legal jurisdictions
In which jurisdictions can this form be used?
Great Britain & NI (United Kingdom), Worldwide

How can I ensure that this formis executed effectively?

Step Description Responsibility Timing (Days from Decision)
1 Define Criteria: Establish clear criteria for using the File Note Form to record a first offence or minor incident, ensuring it does not discriminate based on protected characteristics. HR / Management Team N/A
2 Meet with Employee: Arrange a meeting with the employee to discuss the event and inform them about the File Note Form. HR / Supervisors Day 1
3 Incident Documentation: Complete the File Note Form to record the details of the event, including date, time, and description. Employees / Supervisors Day 1
4 Review and Verification: Review the File Note Form for accuracy and verify event details if needed. HR / Management Team Day 2
5 File and Monitor: Securely file the Form for future reference and monitor any necessary follow-up actions. HR / Management Team Ongoing

What legislation and best practice guidelines have been taken into account in the development of this template?

United Kingdom
  • Employment Rights Act 1996: Provides guidelines on recording and maintaining accurate employment records, including disciplinary incidents.

  • Equality Act 2010: Ensures that disciplinary actions are applied consistently and without discrimination based on protected characteristics.

  • Data Protection Act 2018: Sets requirements for handling and protecting employee data, including disciplinary records.

  • ACAS Code of Practice on Disciplinary and Grievance Procedures: Offers best practices for handling disciplinary issues, which may include record-keeping.

Other territories

Consult your jurisdiction's employment legislation or labor laws to ensure compliance with the template. Review the language for local precision.

File note

Private and Confidential

Job title:  



e.g. timekeeping



what actions/misconduct/poor performance etc. led to this file note being recorded?

Summary of discussion:  

Agreed outcome:

Depending upon the issue, this section could include:

  • summary of improvements
  • required standards
  • targets/objectives (SMART)
  • timescales for improvement,
  • responsibilities for implementing actions,
  • details of any agreed reasonable adjustments
  • date of any subsequent review meeting/discussions etc.


File note issued by:  
Date issued:  

Version: [1.0]

Issue date: [date]

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In which communication or process sequence does this template belong?

Previous step
Concern about performance letter template

Use this model letter to notify an employee that you have a concern over their performance, that may warrant disciplinary action should it happen again.

This step
File note form template
Next step
Verbal warning letter template

Our Verbal Warning Letter Template facilitates prompt resolution of performance issues, ensuring clear communication and promoting improvement.

File note form
file note form