Written warning to employee – step-by-step for employers

By Mallbutiken · Facts verified October 1, 2026

A useful written warning describes not only what the employer is dissatisfied with – it also shows what the employee is expected to do differently and that continued relevant misconduct may have employment law consequences.

1. Check what the document should be. A reprimand/LAS warning or a disciplinary sanction with specific legal support?
2. Investigate the incident. Gather objective data and hear the employee's side.
3. Check the collective agreement. There may be rules regarding procedures and sanctions.
4. Assess whether illness or a work environment issue is involved. In such cases, rehabilitation, adjustment, or other investigations may be necessary.
5. Describe the misconduct. State concrete events and which obligation was not met.
6. Describe the improvement. Write down what the employee should do moving forward and when the follow-up will take place.
7. Describe the consequence proportionately. If the document is to serve as an LAS warning, the risk to the employment should be stated, but do not write that a future dismissal is automatic.
8. Deliver and document. Give the employee the opportunity to read and provide comments. A signature can be used as an acknowledgment of receipt but is not a general requirement for validity.
9. Follow up. Document whether the behavior improves or continues.

Example of content

A clear letter can be structured into five parts: background, the identified incident, the obligation that applies, the change required, and the consequences that continued misconduct may lead to. Avoid excessive legal terminology unless necessary.

The two-month rule in LAS

When terminating employment for personal reasons, the employer may, as a general rule, not base the termination solely on circumstances that the employer has been aware of for more than two months prior to the notification in accordance with Section 30 of the LAS, with certain exceptions. This is not the same as saying that every warning "is valid for two months."

If dismissal is considered

Check Section 7 of the LAS regarding objective grounds and relocation, as well as Section 30 regarding notification and notice to the trade union when the employee is organized. An old warning template does not replace that process.