First Written Warning Letter: Free Template and What to Include

If you need to issue a formal first written warning for conduct or performance, a written letter is the recommended first step — it creates a clear record and shows you're pursuing the matter formally. Below is what a strong first written warning letter should include.

What this letter needs to cover

• State clearly it is a formal first written warning
• Set out the specific conduct or performance issue
• Reference any previous informal discussions
• Set out what improvement is expected and by when
• State the consequence of no improvement
• Confirm the right of appeal and how long the employee has to appeal under your procedure (the Acas Code sets no fixed number of days, but appeals should be heard without unreasonable delay)
• Northern Ireland: follow the Labour Relations Agency Code of Practice on Disciplinary and Grievance Procedures, not the Acas Code
• Confirm right to be accompanied at any appeal hearing

What separates a fair first warning from an unfair one

A first written warning should follow a proper, if proportionate, process — the employee needs to know clearly what they're accused of, have a genuine chance to respond, and understand exactly what improvement is expected. Skipping straight to a written warning without any discussion beforehand, for a relatively minor first issue, can undermine an otherwise reasonable decision if challenged.

What to include before you send it

• The specific conduct or performance concern, described factually and without exaggeration
• Confirmation that the employee had an opportunity to respond before the decision was made
• Clear expectations for improvement, with a reasonable timeframe
• How long the warning will remain on record, and the right to appeal

Why clarity about expectations matters most

A warning that simply says "improve your performance" without specifying what improvement actually looks like gives the employee little genuine chance to succeed, and can be challenged as unfair for that reason alone. Being specific — measurable targets, deadlines, or clear conduct standards — protects both the employee's opportunity to improve and the employer's position if further action is later needed.

Frequently Asked Questions

Does every issue need to start with a first warning before anything more serious?
Not necessarily — genuinely serious misconduct can justify skipping straight to a final warning or even dismissal, but this needs to be clearly proportionate to the conduct itself.

How long should a first written warning typically last?
Six months is common, though this varies by employer policy — the specific duration should always be stated clearly in the warning itself.

[Your Job Title / Department]
[Company Name]
[Company Address]
[Company Postcode]
[Employee Name]
[Employee Address]
[Employee Postcode]
[Date]

Dear [Employee Name],

Subject: First Written Warning

I am writing to confirm the outcome of the disciplinary hearing held on [Date of hearing]. At the hearing we discussed your [conduct / performance], specifically [briefly describe the issue, e.g. lateness on [dates] / errors in financial reporting].

[If it applies: We previously discussed this informally on [date(s)].]

We have considered your explanations but have decided that your [conduct / performance] is unsatisfactory. This letter is a formal First Written Warning.

You must make the following improvements by [date]:
• [Improvement 1, e.g. Arrive on time for every shift]
• [Improvement 2, e.g. Double-check all invoices before submission]

We will review your progress at a meeting on [Date] at [Time].

This First Written Warning will stay on your file for [Number, e.g. 6] months from the date of this letter. If you do not make and keep these improvements, the company may take further disciplinary action under our procedure, which could lead to a final written warning.

You have the right to appeal against this decision. If you wish to appeal, write to [Name and job title] within [Number, e.g. 5] working days of receiving this letter, setting out your reasons. You can be accompanied at any appeal hearing by a work colleague or trade union representative.

Yours sincerely,

[Your Signature]
[Your Printed Name]
[Your Job Title]

[Note for the page: In Northern Ireland, follow the Labour Relations Agency Code of Practice on Disciplinary and Grievance Procedures, not the Acas Code.]