About this template
Written warning / reprimand to employee – a complete employment law template package for Swedish employers, including Swedish and English Word/PDF templates and a detailed user guide. The template is designed to help the employer document a specific deficiency, clarify what needs to change, and create a structured follow-up.
Legally reviewed: October 4, 2026
The review covers the Employment Protection Act (LAS), relevant work environment and rehabilitation regulations, Labour Court practice, and applicable collective agreements.
What is included in the package
| Swedish template – Word | Editable template for written warning/reprimand. |
| Swedish template – PDF | Print-friendly version of the same document. |
| English template – Word + PDF | English language version designed for Swedish law. |
| Swedish user guide – Word + PDF | Step-by-step guidance for the employer. |
| English user guide – Word + PDF | English guidance for international HR environments in Sweden. |
A warning is not the same as a disciplinary measure or termination
A standard written LAS warning/reprimand is primarily used to document misconduct or deficiencies, clarify the employer's requirements, and give the employee the opportunity to rectify the situation. The document is not a notice of termination in itself and should not be described as a disciplinary measure unless permitted by a collective agreement or other specific regulation.
What the new template helps you document
- employer, employee, position, and applicable collective agreement,
- the type of work-related deficiency in question,
- date, location, and exactly what occurred,
- which obligation, instruction, or policy is affected,
- previous discussions, reprimands, and support measures,
- the employee's own explanation,
- the employer's objective assessment,
- concrete requirements for rectification and follow-up dates,
- support, training, workplace adaptation, rehabilitation, or reassignment issues,
- handover, signature, and attachments.
Clear warning regarding continued misconduct
Labour Court practice shows that in many cases, it is important that the employee clearly understands that the employer views the deficiency seriously and, when the situation could escalate toward termination, that the employment may be in jeopardy. The template therefore contains a specific legal clarification that avoids claiming that a future termination is already decided or automatically valid.
Concrete facts instead of general criticism
The template is built to describe concrete events and verifiable deficiencies – not vague formulations such as "bad attitude" or "lack of professionalism" without connection to the tasks. The employer can state the date, context, instruction/policy, supporting documentation, and what is actually expected moving forward.
Documenting the employee's version
A separate section is intended for the employee's explanation. This creates better documentation and reduces the risk of an employment law assessment being based on a one-sided or incomplete account of events.
Support, rehabilitation, and workplace adaptation
If the deficiency may be related to illness, reduced work capacity, or disability, the employer needs to assess obligations regarding rehabilitation and workplace adaptation. The template therefore includes a specific checklist for support measures and clearly notes that a warning must not replace such investigation.
If termination becomes relevant later
A written warning does not replace the formal rules that apply before termination or dismissal. The employer then needs to assess, among other things, objective grounds, reassignment, time limits, notification to the employee, and – where applicable – notice to the employee's trade union.
Signature without admission
The document contains a specific receipt clause: the employee's signature only confirms that the document has been received. It does not imply that the employee agrees with the employer's description or assessment.
Swedish + English in the same package
The English version is a language version under Swedish law. It is particularly useful in Swedish companies with international managers, HR functions, or English-speaking employees. It is not intended as a British, American, or other foreign employment law document.
Detailed user guide included
The guide explains when the template is appropriate, when the employer should wait, how to fill in each section, how a clear LAS warning should be formulated, the significance of less intrusive measures, rehabilitation and workplace adaptation, the reassignment issue, time limits, signature, and practical documentation.
Who is the package for?
- employers and HR functions,
- managers with personnel responsibility,
- small and medium-sized enterprises that need structured personnel documentation,
- Swedish businesses with both Swedish and English as working languages.
File formats and delivery
Format: DOCX, PDF, and ZIP.
Language: Swedish and English.
Number of documents: 8 files.
Delivery: digital download. No physical product is sent.
Common questions
Must a warning always be in writing?
No, but written documentation makes it significantly easier to demonstrate what has been communicated, when it occurred, and what requirements the employer has set.
How many warnings must an employee receive before termination?
There is no general rule regarding a specific number of warnings. The assessment depends on how serious the misconduct is, what the employee has understood, what measures the employer has taken, and other circumstances.
Is the employee obligated to sign?
No. If the employee refuses to sign, the employer can document that the document was handed over nonetheless. The template has a dedicated space for this.
Can the template be used as a notice of termination?
No. A termination or dismissal procedure is covered by specific legal requirements and separate documents.
The template package is a general documentation aid and does not replace individual legal advice. In the event of risk of termination, dismissal, discrimination, rehabilitation disputes, or other more extensive disputes, a qualified advisor should be consulted.
