About this template
Written Warning – Poor Performance is a comprehensive employment law template package for Swedish employers who need to document concrete performance deficiencies, clarify reasonable requirements, and create a structured improvement and follow-up plan. The package includes Swedish and English Word/PDF templates and detailed user guides.
Legally reviewed: October 5, 2026
The review covers the Employment Protection Act (LAS), the Discrimination Act, the Swedish Work Environment Authority’s regulations on workplace adaptation, and relevant case law from the Labor Court.
What is included in the package
| Swedish warning – Word | Editable template for concrete performance deficiencies and improvement plans. |
| Swedish warning – PDF | Printable version of the same document. |
| 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. |
Poor performance must be substantiated
Phrases such as "low performance," "inefficient," or "inadequate" are too vague on their own. The new template helps the employer document which work tasks or goals are affected, what standard actually applies, what results have been achieved, and what concrete deviation needs to be corrected.
When is this template suitable?
The template can be used when there are verifiable deficiencies in work performance, for example:
- recurring quality errors or incorrect deliveries despite clear requirements,
- reasonable and communicated goals that are not reached over a relevant period,
- recurring delays in work tasks despite clear priorities,
- deficiencies in quality or productivity despite training, instruction, and support,
- other concrete deviations from legitimate requirements included in the role.
Clear and reasonable requirements
The template contains specific fields for the work task, expected standard, how the requirement has been communicated, and why the requirement is reasonable for the role in question. This reduces the risk of retroactive criticism or expectations that the employee was never made aware of.
Concrete events and results
A separate table makes it possible to document dates, work tasks or goals, expected outcomes, actual outcomes, impact, and relevant supporting data. This provides a more objective basis than general judgments about the employee's personality or attitude.
Support and professional development documentation
The employer should check whether the employee has received sufficient onboarding, instruction, training, supervision, resources, and reasonable priorities. The template therefore includes a specific section for previous feedback and support measures.
A separate section for the employee's version
The employee is given the opportunity to describe circumstances that may have affected their performance, such as unclear instructions, high workload, technical obstacles, competence gaps, or health issues. The employer then documents their assessment following the dialogue.
Workplace adaptation and disability
If performance may be linked to illness, disability, or reduced work capacity, the employer needs to assess the need for workplace adaptation, rehabilitation, and—where relevant—reasonable accessibility measures. A warning must not replace such obligations.
Individual improvement and development plan
The template includes a structured plan for:
- what improvement is required,
- how the result will be measured,
- what support the employer is providing,
- deadlines or timeframes,
- follow-up dates and the responsible manager.
If no improvement occurs
According to the Employment Protection Act (LAS), termination by the employer must be based on objective grounds. If performance continues to be deficient, the employer must conduct a new, comprehensive assessment and, among other things, verify the clarity and reasonableness of the requirements, support measures, whether the deficiencies are lasting, whether workplace adaptation or discrimination issues are relevant, and whether reassignment needs to be explored.
Not the same as termination
The document is not a notice of termination and is not in itself an automatic disciplinary measure. Any subsequent termination, dismissal, or other intervention must be assessed separately according to LAS, any applicable collective agreements or principal agreements, and the circumstances of the individual case.
Acknowledgment of receipt without admission
The employee’s signature only confirms that the document has been received. It does not imply that the employee accepts the employer’s description or assessment. If a signature is refused, a special field is provided to document the handover.
Swedish + English in the same package
The English version is a language version under Swedish law. It is particularly useful in Swedish organizations with international managers, HR functions, or English-speaking employees and is not intended as a British, American, or other foreign labor law document.
Detailed user guide included
The guide explains when the template is appropriate, how to formulate reasonable performance requirements, what facts should be collected, how to document support and competence development, workplace adaptation and discrimination issues, the improvement plan, follow-up, and what needs to be verified if a more serious labor law measure is considered later.
Do you need a broader warning? See also our general template →
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
How clear must performance requirements be?
The employer should be able to describe what is expected in an understandable and reasonable manner and demonstrate how the requirements have been communicated. The template is therefore built for both qualitative and quantitative requirements.
Must the employer provide training or support?
It depends on the situation. If the deficiency may be due to insufficient onboarding, competence, unclear instructions, or a lack of prerequisites, the employer should assess what reasonable support measures are needed.
What happens if performance is affected by illness or disability?
In that case, the employer needs to assess, among other things, workplace adaptation, rehabilitation, and any reasonable accessibility measures before the situation is treated solely as misconduct.
Can the template be used as a notice of termination?
No. Termination and dismissal are covered by separate legal requirements and must be assessed independently.
The template package is a general documentation aid and does not replace individual legal advice in a specific employment law matter.
