File note form template
Our File Note Form Template records first offences or minor incidents, promoting fair and consistent documentation.
- 1 page / 146 words.
- Last updated 10/02/2025.
- Designed for United Kingdom use.
- Suitable for use in other territories; check local laws first.
- Instantly download as Word / PDF / plain text, or send by email.
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
File note form
Private and Confidential
| Employee: | |
| Job title: | |
| Department: |
Summary
| Subject:
e.g. timekeeping |
|
| Background:
what actions/misconduct/poor performance |
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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.
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.
It is usually delivered to the Employee by the Employer / HR.
It should be actioned as soon as possible after the event.
Compliance
Compliance
This File note form template incorporates relevant UK laws and HR standards, including those listed below:
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Employment Rights Act 1996: Provides guidelines on recording and maintaining accurate employment records, including disciplinary incidents.
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Equality Act 2010: Ensures that disciplinary actions are applied consistently and without discrimination based on protected characteristics.
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Data Protection Act 2018: Sets requirements for handling and protecting employee data, including disciplinary records.
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ACAS Code of Practice on Disciplinary and Grievance Procedures: Offers best practices for handling disciplinary issues, which may include record-keeping.
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the File note form template, to understand the workflow.
Concern about performance letter
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.
Verbal (informal) warning letter
Our Verbal Warning Letter Template facilitates prompt informal resolution of performance issues, ensuring clear communication and promoting improvement.
Timings
Timings
Follow these best practice actions to get the most from the File note form template, guiding you before, during, and after implementation:
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| 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 |
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The File note form 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 template compliant with 2025 UK employment law?
Absolutely. All of our 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 it 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?
Yes. Once purchased, you'll be able to download it 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 more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
