File note form template
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.
5 mins
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.
As soon as possible after the event
The Employer (you) to the Employee
Great Britain & NI (United Kingdom), Worldwide
What steps should I take to ensure the effective, compliant execution of this form?
| 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 or best practices underpin this template / should I be aware of?
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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.
Other territories
Refer to your local employment legislation / labor laws to support the execution of the template. Review the wording for local accuracy.
File note
Private and Confidential
| Employee: | |
| Job title: | |
| Department: |
Summary
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Subject: e.g. timekeeping |
|
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Background: what actions/misconduct/poor performance etc. led to this file note being recorded? |
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| Summary of discussion: | |
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Agreed outcome: Depending upon the issue, this section could include:
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| File note issued by: | |
| Date issued: |
Version: [1.0]
Issue date: [date]
What communication / process sequence is this part of?
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.
Verbal (informal) warning letter template
Our Verbal Warning Letter Template facilitates prompt informal resolution of performance issues, ensuring clear communication and promoting improvement.
- It's easily editable and implementable, saving you time and money
- It's designed by CIPD accedited Chartered HR practitioners with operational experience in this area
- You will maintain compliance with ACAS guidelines, legislation, and industry best practices
- Email notifications for any updates made to this template or its accompanying materials
- 12 months of unrestricted access without any additional costs (any update in that period is free to you)
- A 25% discount on all library, toolkit, and template purchases/renewals
