This educational template helps record a performance or conduct concern consistently. It is not legal advice and not a disciplinary procedure in itself.
Template overview
The letter states the concern factually, the expected standard, the support offered and a review date. Tone should remain neutral and non-emotive throughout.
When to use it
- A specific, factual concern has been discussed with the employee.
- You need a consistent, documented record of expectations.
- A review point is appropriate under your process and policy.
Key elements
- Factual description of the concern with dates
- The expected, observable standard
- Any support being offered
- A clear review date
- Space for the employee to respond and acknowledge
Best practices
- Describe facts, not character or assumptions.
- Keep the tone neutral and professional.
- Offer a genuine opportunity to respond.
- Apply the process consistently across people.
- Follow local rules and internal policy; seek qualified review.
Printable template
Copy the block below and replace every [bracketed] placeholder. It is intentionally neutral so you can adapt it to your organisation and jurisdiction.
[Company name] · [Date]
Private & confidential — [Employee name]
Subject: [First / written] warning
This letter follows our conversation on [date] regarding [factual description of the concern].
Expected standard: [specific, observable standard]
Required change: [what must change; any support offered]
Review date: [date the situation will be reviewed]
You may respond and add any relevant context. A copy will be kept on file.
[Name, title] — [Company name]
Acknowledged: ____________________ Date: __________
For informational purposes only. This is an educational template, not legal advice and not a contract. HR and employment laws vary by jurisdiction, industry and contract. Adapt the wording to your situation and have qualified HR or legal professionals review it before use.