Discussion prior to written warning – documenting misconduct correctly

By Mallbutiken · Facts verified October 1, 2026

Before an employer proceeds with a written reprimand, the incident should normally be investigated and the employee given the opportunity to explain what happened. The purpose is not to create an artificial "ladder of warnings," but to clarify the misconduct, which obligations apply, and what needs to change.

1. Investigate before reaching a conclusion

Collect concrete details: date, work task, instruction, absence, safety rule, or other circumstances. Avoid rumors and value-laden words. Verksamt emphasizes that before dismissal due to personal reasons, the employer needs to have factual documentation and that the employee must be aware of which behavior the employer considers incorrect.

2. Let the employee give their version

There may be misunderstandings, lacking instructions, work environment problems, illness, or other circumstances that change the assessment. Misconduct due to illness may, for example, necessitate accommodation and rehabilitation rather than purely disciplinary action.

3. Describe the obligation concretely

State which rule, instruction, or part of the employment obligation the employer believes has not been followed. A general formulation like "improve your attitude" is often too vague to provide real guidance.

4. Explain what must be changed

Describe the desired behavior, when the change should be noticeable, and how follow-up will occur. In cases of performance issues, the employee normally needs to understand both the requirement and the realistic conditions available to meet it.

5. Be clear that continued misconduct may have consequences

A reprimand intended to carry weight before a potential later dismissal should make it clear that the employment could be at risk if the relevant misconduct continues. However, the number of previous conversations or warnings is never an automatic legal counter.

6. Document factually

Note the date, participants, what was addressed, the employee's main explanation, which requirements were clarified, and when follow-up will occur. Document to be able to demonstrate the process – not to fill the personnel file with unnecessary personal data.

When can a written warning be reasonable immediately?

In cases of clear or serious misconduct, the employer may need to act immediately. However, very serious offenses can also necessitate completely different measures, and in such cases, the employer should check the Employment Protection Act (LAS), collective agreements, and any obligation to negotiate before making a decision.