Issuing a First Written Warning

Last updated: January 29, 2026

Purpose

This article provides step-by-step guidance on how to correctly issue a First Written Warning to an employee using Finni Health’s formal disciplinary process. The First Written Warning is used when verbal coaching has not resolved a performance or behavioral concern, or when the incident warrants immediate written documentation.

When to Issue a First Written Warning

A First Written Warning should be issued when:

  • An employee has repeated performance or attendance issues despite prior coaching.

  • A policy has been violated and the severity warrants formal documentation.

  • Expectations have been clearly communicated, but the employee has not met required standards.

  • There is a need to formally document the incident(s) for future reference.

Steps to Issue a First Written Warning

1. Gather Documentation

Before completing the form, ensure you have:

  • Dates, times, and factual descriptions of incidents.

  • Previous coaching notes or emails (if applicable).

  • Relevant policy sections from the employee handbook.

2. Complete the First Written Warning Form

Using the First Written Warning Form, fill in:

Section 1: Employee & Report Details

  • Date of report

  • Employee name

  • Department

  • Role

  • Date of warning issuance

  • Employment type & state

  • Manager name

Section 2: Incident Details

Provide a factual, objective summary including:

  • What happened

  • When it occurred

  • Who was involved or impacted

Avoid emotional or subjective language.

Section 3: Company Policy Violated

  • Identify the specific policy violated

  • Include the exact section/title from the handbook (if available)

Section 4: Expected Behavior & Corrective Action

  • Clearly outline the expected behavior going forward

  • Describe specific actions the employee must take to improve

Section 5: Consequences of Future Violations

Explain next steps if performance does not improve, such as:

  • Additional disciplinary action

  • Suspension

  • Termination of employment

3. Meet With the Employee (optional)

Schedule a private meeting with:

  • The employee

  • The direct manager

  • HR (recommended for documentation clarity)

During the meeting:

  • Review the form line-by-line

  • Allow the employee to ask questions

  • Discuss the corrective action and support options

4. Obtain Signatures

The following must sign the form:

  • Employee

  • Supervisor

  • HR Representative

An employee’s refusal to sign should be documented on the form.

5. Distribute and File the Form

Per protocol:

  • Original → Employee file

  • Copy → Employee

  • Copy → Supervisor

  • Copy → HR Department Records

6. Follow-Up Expectations

Managers must:

  • Monitor the employee’s progress

  • Document any improvements or continued concerns

  • Follow the progressive disciplinary process as needed

Additional Notes

  • If unsure whether a situation warrants a written warning, consult the HR team before issuing.

  • Feel free to share a copy with HR for review.