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Our File Note Form Template records first offences or minor incidents, promoting fair and consistent documentation.
Private and Confidential
| Employee: | |
| Job title: | |
| Department: |
Summary
| Subject:
e.g. timekeeping |
|
| Background:
what actions/misconduct/poor performance |
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For more value, this is also found in our Full library and Disciplinary templates toolkit
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.
Check which resources should be implemeted before and/or after the File note form template, to understand the workflow.
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.
Our Verbal Warning Letter Template facilitates prompt informal resolution of performance issues, ensuring clear communication and promoting improvement.
Follow these best practice actions to get the most from the File note form template, guiding you before, during, and after implementation:
| 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 |
This File note form template incorporates relevant UK laws and HR standards, including those listed below:
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.
Yes. This template has been designed for organisations of all sizes, including small businesses, charities and growing employers. It follows UK employment law best practice and can be adapted to suit your organisation.
Yes, 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.
Yes, we highlight the areas of the document 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.
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.
If you're looking for broader support, we also offer toolkits and library bundles that include the File note form template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
AI-generated templates can be useful as a starting point, but they may not reflect current UK employment legislation, your organisation's specific circumstances, or the wider HR process. This professionally drafted template has been prepared using current UK employment law and HR best practice, helping reduce the need for significant amendments.
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