Final written warning letter template
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.
- 1 page / 207 words
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- Suitable for worldwide use (but check local legislation)
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Final written warning letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Notice of Final Written Warning
Following the disciplinary hearing held on [date], we have decided to issue you with a Final Written Warning for your [conduct | performance] at work. The hearing was held in accordance with the Company's Disciplinary Policy and Procedure, and you were given the opportunity to respond to the allegations made against you.
We have taken into consideration the evidence presented at the
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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.
Direction:
Compliance
Compliance
This Final written warning letter template incorporates relevant UK laws and HR standards, including those listed below:
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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.
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the Final written warning letter template, to understand the workflow.
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Timings
Timings
Follow these best practice actions to get the most from the Final written warning letter template, guiding you before, during, and after implementation:
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| 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 |
Frequently Asked Questions
Frequently Asked Questions
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Can I use this Final written warning letter template for small businesses?
Yes. The Final written warning letter template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this Final written warning letter template compliant with 2025 UK employment law?
Absolutely. All templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise this Final written warning letter template for my organisation?
Yes, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
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Do I get instant access to the Final written warning letter template?
Yes. Once purchased, you'll be able to download the Final written warning letter template instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need a full HR toolkit, not just the Final written warning letter template?
If you're looking for broader support, we also offer toolkits and library bundles that include the Final written warning letter template along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need a complete HR library.
