What should a written warning contain? Checklist for employers

By Mallbutiken · Facts verified October 1, 2026

A written formal warning does not need to follow a statutory standard form, but it should be specific enough for the employee to understand what the employer is reacting to and what needs to change.

1. Date and parties. Specify the employer, employee, and date of the document.
2. Purpose. State if the document is a reprimand/LAS (Employment Protection Act) warning and avoid disciplinary terminology if such a penalty is not intended.
3. Concrete events. Describe what happened, when, and in what context.
4. Obligation. Link the event to a work instruction, safety rule, attendance requirement, policy, or other relevant obligation.
5. Employee's version. Note that the employee has been given the opportunity to comment and include any relevant objections.
6. Expected change. Make the requirements understandable and followable.
7. Support or measures. Specify relevant training, instruction, rehabilitation, or other support when needed.
8. Consequences. Explain that continued relevant misconduct may lead to employment law consequences, without claiming that termination will automatically occur after the next incident.
9. Follow-up. State when the situation will be followed up.
10. Receipt. An acknowledgment of receipt can be used, but it is not a general requirement for validity.

Particularly regarding poor performance

Describe which performance levels are required and whether the requirements have been known and realistic. The employer should also check whether the cause is a lack of induction, the work environment, or illness before treating the problem as intentional misconduct.

Particularly regarding safety violations

State which safety rule applies, how it has been communicated, and what risk the violation has caused. Serious work environment risks may require other immediate measures in addition to the formal warning itself.