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View full libraryThis First Written Warning Letter confirms the outcome of a formal disciplinary process where misconduct or unsatisfactory performance has been established. It records the concerns, required improvement, warning period, potential consequences and right of appeal.
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If you are managing a disciplinary process, the toolkit brings together practical HR templates covering investigations, hearings, warnings, appeals and outcomes.
This template brings together the key information, sections and considerations you need to create a clear, comprehensive and professional HR document. Preview the document below.
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Outcome of disciplinary hearing
Thank you for attending the disciplinary hearing on [date]. The hearing was held to consider concerns regarding [misconduct / unsatisfactory performance] relating to [brief description of issue].
I have now considered the evidence available, the matters discussed during the disciplinary process and the explanation you provided at the hearing.
I am writing to confirm that the outcome of the disciplinary process is that you are being issued with a first written warning.
The reason for the warning
The concern considered during the disciplinary process was:
[Set out clearly and factually the conduct or performance issue, including relevant dates, events, standards, policies or instructions where appropriate.]
The evidence considered included [briefly identify the relevant evidence, for example records, documents, statements, training
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This First Written Warning Letter provides a formal written record of a disciplinary outcome following a fair disciplinary process. It is suitable where misconduct or unsatisfactory performance has been established and a first written warning is considered an appropriate response.
The letter clearly confirms that a first written warning has been issued and links the decision to the disciplinary hearing and evidence considered. This provides the employee with a clear record of the outcome.
The letter records the specific conduct or performance issue rather than relying on general statements. It can also explain how the employee's response was considered before the decision was reached.
A warning should explain what needs to change and, where appropriate, the timescale for improvement. For performance matters, the employer can also identify support, training, supervision or other measures that will assist the employee.
The letter confirms how long the warning will remain current and what may happen if there is further misconduct or performance does not improve during the relevant period.
The employee is given a clear opportunity to appeal the decision. The appeal arrangements should be consistent with the organisation's disciplinary procedure and should normally be handled impartially by someone who was not previously involved.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the First written warning letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
This Disciplinary Decision Scoring Matrix provides a structured framework for assessing the relevant factors when deciding a disciplinary outcome.
Our Disciplinary Outcome Appeal Letter Template empowers employees to seek fair resolution, addressing concerns and ensuring procedural fairness.
Use these best practice actions, recommended timescales and process stages to understand when and how the First written warning letter should be used, helping ensure each step is handled consistently and appropriately documented.
Understand the common mistakes to avoid when using this HR template, helping you reduce risk, prevent unnecessary costs and ensure the process is handled correctly.
A first written warning is usually appropriate where misconduct or unsatisfactory performance has been established following a fair disciplinary process and formal action is considered reasonable and proportionate.
There is no single statutory period that applies to every employer. The organisation's disciplinary procedure should state its normal warning periods. The letter should clearly tell the employee how long the particular warning will remain current.
No. Further misconduct or failure to improve may lead to further disciplinary action, potentially including a final written warning or, depending on the circumstances and the applicable procedure, dismissal. The outcome should not be presented as automatic.
Yes. A formal warning can be appropriate for unsatisfactory performance as well as misconduct. However, the employer should make clear what improvement is required and provide appropriate support or training where relevant.
Yes. Employees should be given an opportunity to appeal a formal disciplinary decision. The appeal should normally be handled by someone who was not previously involved in the decision where this is reasonably practicable.
HRDocBox provides structured, UK-focused HR templates designed around practical employment processes and current Acas and employment law guidance. AI can help adapt wording, but a ready-to-use template provides a consistent starting point and helps ensure important procedural points are covered.
How this content is developed and reviewed
The First written warning letter template is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates and supporting information are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing disciplinary HR processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
Whether you employ 5 people or 50, hrdocbox gives you the structure, documents and expertise needed to manage employees professionally and legally.
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