# 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.

- Topic: HR & Hiring
- Framework: RTF
- Level: Standard
- Tags: HR & Hiring, Write, Fill-in Template
- Source: https://www.thinkwithprompt.com/prompts/write-a-fair-well-documented-written-warning

## Prompt

```text
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.
```

## 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

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