About this template
Written notice – policy violation is a complete template package for Swedish employers who need to document a specific breach of an internal policy, guideline, or workplace rule. The package includes Swedish and English Word/PDF templates as well as detailed user guides.
Legally reviewed: October 5, 2026
The review covers the Employment Protection Act (LAS), the Co-determination Act (MBL), the Discrimination Act, the Whistleblowing Act, as well as relevant work environment regulations and collective agreements where applicable.
What is included in the package
| Swedish notice – Word | Editable template for documenting policy violations. |
| Swedish notice – PDF | Print-friendly version. |
| Written notice – English | English language version in Word + PDF, designed for Swedish law. |
| Swedish user guide | Step-by-step guide in Word + PDF. |
| English user guide | English guidance in Word + PDF. |
An internal policy is not automatically sufficient grounds
The new template is designed to verify exactly which rule applied, which version of the policy was current, how the rule was communicated, and whether it is legitimate and work-related. An internal policy cannot override law, employment contracts, or collective agreements.
When is the template appropriate?
The template can be used for concrete deviations from clear workplace rules, for example:
- breach of IT, information security, or access routines,
- violation of confidentiality or information handling policies,
- deviation from a code of conduct or other clear work-related guidelines,
- failure to comply with quality or documentation routines,
- other concrete violations of legitimate and clearly communicated rules.
Exact policy rule and current version
The product contains specific fields for policy title, version date, and the exact rule or section. This reduces the risk of the employer referring to a general policy without being able to demonstrate which specific obligation the employee is alleged to have breached.
How did the employee become aware of the policy?
The template helps the employer document whether the rule was communicated via onboarding, training, intranet, employee handbook, meeting, receipt, or previous reminder. The employee's actual opportunity to follow the policy should also be verified.
MBL and the introduction of policies
If the employer is bound by a collective agreement, a significant change in operations or working and employment conditions may trigger a primary duty to negotiate under the Co-determination Act (MBL). Therefore, the template contains a specific checkpoint for how the policy in question was introduced or amended.
Protected rights – special check
An internal policy may not be used as grounds for retaliation or other prohibited treatment. The template therefore includes checkpoints for:
- protected whistleblowing and reporting of malpractice,
- reported discrimination or participation in a discrimination investigation,
- union activity and collective bargaining rights,
- other statutory rights that cannot be set aside by internal policy.
Work environment and safety must be handled separately
If the policy violation concerns safety, work environment, or incidents, the employer must also conduct the investigations and risk measures required by work environment regulations. A written notice does not replace that responsibility.
For purely safety-related violations, our special safety template is also available →
Documenting the employee's version
The employee is provided with their own section for their explanation. It may turn out, for example, that the policy was unclear, an older version was used, training was missing, or there were practical obstacles to following the rule.
Concrete requirements for correction and follow-up
Instead of just writing that the employee must “follow company policy,” the template helps the employer formulate exactly what must stop, what must be done instead, what support or training will be provided, and when the situation is to be followed up.
If the violation is repeated
A policy violation may in some cases have employment law consequences, but the assessment depends on factors such as the clarity of the rule, how it was communicated, the seriousness of the violation, the employee's explanation, and previous actions. If termination is later considered, it must be assessed separately in accordance with the Employment Protection Act (LAS) and any applicable collective agreement.
Acknowledgment without admission
The employee's signature only confirms that the document has been received. It does not mean that the employee accepts the employer's description or legal assessment. If the signature is declined, there is specific space to document the delivery.
Swedish + English in the same package
The English version is a language version based on Swedish law. It is suitable for Swedish organizations with international managers, HR departments, or English-speaking employees and is not intended as a foreign employment law document.
Detailed user guide included
The guide walks you through the policy check, the MBL question, communication of rules, documentation of facts, protected rights, work environment, the employee's version, correction requirements, follow-up, and how any subsequent termination should be kept legally separate from the notice itself.
File format and delivery
Format: DOCX, PDF, and ZIP.
Language: Swedish and English.
Number of files: 8.
Delivery: digital download. No physical product is sent.
Frequently asked questions
Is it enough for a policy to be on the intranet?
Not always. It is relevant whether the rule was clear, current, legitimate, and reasonably known to the employee. How the policy was communicated should therefore be documented.
Can a policy conflict with a collective agreement?
An internal policy cannot be used to override a collective agreement or mandatory legal provisions.
Can the template be used for whistleblowing?
It must not be used as retaliation for protected reporting. Always check whether the alleged policy violation is related to whistleblowing or other protected activity.
Is the document a notice of termination?
No. Termination and dismissal are covered by separate rules and must be assessed independently.
The template package is a general documentation aid and does not replace individual legal advice in a specific labor law matter.
