Write a fair, well-documented written warning
Drafts a formal disciplinary warning that states facts, expectations, and consequences clearly and holds up to later review.
The prompt
Help me write a formal written warning for an employee.
Employee role and tenure: [DETAILS]
Issue type: [conduct / performance / attendance / policy breach]
Specific incidents, with dates and facts: [WHAT HAPPENED - who saw it, what evidence exists]
Policy or standard breached: [POLICY NAME/SECTION]
Prior steps taken: [verbal warning, coaching, earlier warnings - with dates]
Employee's explanation (if heard): [THEIR SIDE]
Warning level and duration on file: [e.g. first written, 12 months]
Write the letter with:
1. The purpose of the letter and the warning level.
2. Facts of each incident - dates, what happened, and evidence - no opinions or labels ("lazy," "attitude").
3. The employee's response and how it was considered.
4. The expected standard going forward, measurable where possible.
5. Support offered (training, check-ins, resources).
6. Consequences of further issues, stated plainly.
7. How long the warning stays active and the employee's right to respond or appeal, per our process.
Then:
- Flag any gaps in documentation that would weaken this warning.
- Flag any risk factors (recent complaint, leave, accommodation) to review with legal before issuing.
- Give me 3 talking points for delivering it.
Check our disciplinary procedure and local law before issuing.
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore HR & Hiring prompts
What to fill in
- DETAILS
- conduct / performance / attendance / policy breach
- WHAT HAPPENED - who saw it, what evidence exists
- POLICY NAME/SECTION
- verbal warning, coaching, earlier warnings - with dates
- THEIR SIDE
- e.g. first written, 12 months
How this prompt is built
This prompt follows the RTF structure (Role, Task, Format). RTF tells the model who to be, what to do and what shape the answer should take. It is the quickest structure that still gives noticeably better results than a bare request.
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