Template 01 / 03
1. Verbal warning — written record
When to use it: After a verbal conversation about a performance or behavior issue, this is the file note that documents the conversation. Not shared with the employee unless asked; held in the manager's notes and HR file.
VERBAL WARNING — MANAGER'S RECORD
Employee: [Full name]
Role: [Job title]
Date of conversation: [Date]
Manager: [Manager name]
Location: [In-person / Video call]
Witnesses (if any): [Names]
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ISSUE DISCUSSED
[Specific issue raised in the conversation. State facts, not characterizations. "Three instances of being late to client meetings (Mon 4/3, Wed 4/12, Fri 4/14)" — not "poor time management."]
EVIDENCE / CONTEXT
[Where the issue was observed, by whom, with what supporting data — meeting calendar invites, tickets, customer feedback, etc.]
EMPLOYEE RESPONSE
[Summary of what the employee said in the conversation — their explanation, context, any pushback. Document accurately even when the response is dismissive or defensive.]
EXPECTATIONS GOING FORWARD
[What needs to change, by when, and how performance will be observed]
NEXT STEPS
[Follow-up cadence — e.g., "Manager will check in weekly for the next four weeks. If the issue recurs, the next step is a first written warning."]
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Manager signature: ____________________________ Date: __________
(Note: This record is for internal documentation. The employee was informed verbally and is aware a record is being kept.)
Template 02 / 03
2. First written warning
When to use it: After a verbal warning that didn't resolve the issue, or for a single more serious incident. Formally given to the employee, signed by both manager and employee.
FIRST WRITTEN WARNING
Employee: [Full name]
Role: [Job title]
Date of warning: [Date]
Manager: [Manager name]
HR partner: [HRBP name]
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REASON FOR WARNING
This letter is a formal written warning regarding the following:
[Specific, factual statement of the issue. Reference any prior verbal warning by date.]
For example:
"On [date], we discussed your repeated late arrivals to scheduled client meetings — specifically [date], [date], and [date]. Since that conversation, two additional late arrivals have occurred (on [date] and [date]). This pattern is unacceptable and constitutes the basis for this formal written warning."
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REQUIRED IMPROVEMENT
The following changes are required, effective immediately:
1. [Specific behavior change with measurable outcome]
2. [Specific behavior change with measurable outcome]
These will be monitored for a period of [30/60/90] days. Your manager will check in with you weekly during this period.
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CONSEQUENCES OF NON-IMPROVEMENT
Continued failure to meet these standards will result in further disciplinary action, up to and including a Performance Improvement Plan or termination of employment. Your employment remains at-will throughout this process.
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EMPLOYEE COMMENTS (optional)
[Space for employee to add their own response, in their own words. They are not required to use this space.]
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This warning will remain in your personnel file. If no further issues arise within [12] months, it will not be referenced in future evaluations.
Employee signature: ___________________________ Date: __________
(Signature acknowledges receipt and discussion, not necessarily agreement with the assessment. The employee's right to dispute the warning via [grievance procedure / HR channel] is not affected by signing.)
Manager signature: ____________________________ Date: __________
HR signature: _________________________________ Date: __________
Template 03 / 03
3. Final written warning
When to use it: After a first written warning that didn't resolve the issue, or for a single very serious incident (theft, safety violation, harassment finding). Last formal step before termination or PIP.
FINAL WRITTEN WARNING
Employee: [Full name]
Role: [Job title]
Date: [Date]
Manager: [Manager name]
HR partner: [HRBP name]
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PRIOR ACTIONS
The following prior disciplinary actions have been taken regarding this matter:
- [Date]: Verbal warning regarding [issue]
- [Date]: First written warning regarding [issue, with reference]
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CURRENT INCIDENT
Despite the prior warnings, the following has occurred:
[Factual description of the latest incident or pattern. Be specific about dates, behaviors, evidence.]
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THIS IS A FINAL WRITTEN WARNING
This is the final formal warning regarding this matter. Any further occurrence of the issues described above — or any related serious performance or conduct issue — will result in termination of your employment.
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REQUIRED IMPROVEMENT
[Specific behavior changes required]
This will be monitored over the next [30/60/90] days. We will conduct formal check-ins on [dates]. If the requirements above are not met during this period, your employment will be terminated.
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ALTERNATIVE: PERFORMANCE IMPROVEMENT PLAN
[Optional, when appropriate:] In place of monitoring under this final written warning, you may be offered enrollment in a formal Performance Improvement Plan with structured weekly support. [Manager] will discuss this option with you separately.
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EMPLOYEE COMMENTS (optional)
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Employee signature: ___________________________ Date: __________
Manager signature: ____________________________ Date: __________
HR signature: _________________________________ Date: __________