Written warnings

Written warnings should be issued by managers or supervisors.

First written warning

A first written warning should be given if an employee's conduct (or performance where organisations do not follow a separate procedure to manage performance concerns) continues to be unsatisfactory, should it not have been possible or appropriate to resolve the matter informally.

The warning should:

Explain what is unsatisfactory about the employee's conduct (or performance)
State what improvements are needed
Set a timescale for improvement
Set a review date if appropriate
Set out any support to be provided to assist the employee.
The employee should also be informed that failure to improve could lead to a final written warning and ultimately dismissal.

A copy of the written warning should be placed in the employee's personnel file for a specified period (for example 6 months).
The employee should be advised of the right to appeal.

Final written warning

A final written warning should be issued if an employee's conduct (or performance) has still not improved, or if the misconduct is serious enough to merit moving straight to a final written warning.

The warning should:

Explain what is unsatisfactory about the employee's conduct (or performance)
State what improvements are needed
Set a timescale for the improvements where appropriate
Set a review date (if appropriate)
Warn that a further failure could result in dismissal. A copy of the warning should be placed in the employee's personnel file for a specified period (for example 12 months).

As before, the employee must be advised of their right to appeal.