A warning letter is read later by an appeal panel or tribunal, so it has to show the facts, the evidence and the rights in plain terms. This seven-page Google Docs template follows the order a fair process needs: the issue, the hearing outcome, the expectations, the duration and the appeal route. Each page carries one part of the record, so an HR adviser can check the letter against policy and local law before it is sent.

The sample is a fictional Willowmere Group letter to a production operator at the Line 3 site, following a hearing on 4 March 2027. It shows four allegations with ratings, six-month expectations with a scorecard, a warning period and an appeal route. Replace every name, date and finding with your own, and have your HR adviser check the wording against your policy and the law before the letter is issued.