Free letter template · Word

Counselling Warning Letter

A counselling warning letter puts in writing that an employee has already been counselled about a concern, that the issue continues, and what improvement is expected within a set period. It is a firm but supportive step, issued before a formal show-cause notice or disciplinary warning.

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[Company Logo][Company Name]

LETTER OF COUNSELLING

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Work Location]

Subject: Counselling regarding [concern, e.g., punctuality]

Dear [Employee Name],

This letter follows our discussions on [Date] and [Date], when your reporting manager, [Reporting Manager], spoke with you about [concern]. At that time, it was agreed that you would [agreed improvement].

Since then, the following has been observed:

[Date]: [Factual observation]
[Date]: [Factual observation]
[Date]: [Factual observation]

The expected standard is [state standard, e.g., reporting by 9:30 a.m. as per the attendance policy, or informing your manager before 9:00 a.m. if you will be late].

To help you, the company will [support, e.g., consider a change in shift timing / provide refresher training / connect you with the employee assistance programme]. Please tell us if there is any reason behind this concern that we should know about.

Your progress will be reviewed on [Date]. If the expected standard is met, no further action will be needed. If the concern continues, the company may need to consider formal action under its disciplinary procedure, in which you would have a full opportunity to be heard.

You may give your written comments on this letter to HR within [Number] working days; they will be kept with this letter.

Yours sincerely,

For [Company Name]
[Reporting Manager]
[Designation]

Received by
[Employee Name]
Date: [Date]

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What this template includes

Reference to earlier counselling sessions with dates
Specific facts of the continuing concern
Clear expected standard
Support offered by the company
Review period and date
Opportunity for the employee to respond in writing
Fair statement of what may follow if there is no improvement

When to use it

An earlier verbal counselling session did not lead to improvement
Repeated late coming, missed reporting or minor policy lapses continue
Company policy requires a written counselling step before a formal warning
The manager wants the expectation and review date clearly on record

How to customise this template

1Insert the dates and topics of earlier counselling
2List two or three factual examples, not general complaints
3Set a review period that is realistic for the concern
4Name the support you will actually provide
5Check that the wording matches your standing orders

HR tips

Keep it factual and respectful; avoid labels like 'careless' or 'insincere'
Hand it over in a private meeting and explain it
Allow the employee to submit their side in writing
Do not issue it for serious misconduct; that needs a show-cause notice

This template is a starting point. Review it against applicable labour laws, your certified standing orders and disciplinary policy, and with a legal adviser where needed.

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Frequently asked questions

What is a counselling warning letter?+

A written letter recording that an employee was counselled, the concern continues, and improvement is expected within a set time.

Is a counselling letter a disciplinary action?+

It is usually treated as a pre-disciplinary step. Your policy should state whether it is placed on the personnel file.

Can the employee reply to a counselling letter?+

Yes. The letter should invite a written response, which is kept with the letter.

All 50 employee relations & grievances →

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[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Outcome of your grievance dated [Date]
Dear [Employee Name],
Thank you for raising your grievance regarding [brief description] and for attending the hearing on [Date]. The matter has been reviewed by [Name, Designation], who considered your account, the documents you provided, and information gathered from [relevant departments / witnesses].
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GRIEVANCE CLOSURE LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Closure of grievance case no. [Reference Number]
Dear [Employee Name],
This letter confirms that your grievance dated [Date] regarding [brief description] is now closed with effect from [Date] for the following reason:
- All actions set out in the resolution letter dated [Date] have been completed
- The appeal period ended on [Date] and no appeal was received
- The appeal was decided on [Date] and the decision is final
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[Company Logo][Company Name]
EMPLOYEE COUNSELLING FORM
Ref. No.:
[Reference Number]
Date of Session:
[Date]
Record Type:
Non-disciplinary
Employee Details
Employee Name
Employee ID
Designation
Department
Reporting Manager
Counselled by (name and designation)
Area of Concern
- Work quality or targets
- Attendance or punctuality
- Workplace behaviour
- Adherence to process or policy
- Other
Discussion
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Employee Name
Employee ID
Designation
Department
Reporting Manager
Counselled by (name and designation)

[Company Logo][Company Name]

EMPLOYEE COUNSELLING RECORD

Company:: [Company Name]
Department / Site:: [Department] / [Work Location]
Period:: [Month / Quarter, Year]
Maintained by:: [HR Name]

Confidential. This register summarises counselling sessions. Detailed notes are kept in the individual counselling forms referred to in the last column.

Sr.	Date	Employee Name	Employee ID	Concern Category	Counselled By	Outcome / Agreed Action	Follow-up Date	Status	Form Ref.
1	[DD/MM/YYYY]	[Employee Name]	[Employee ID]	[Attendance]	[Reporting Manager]	[Agreed action]	[DD/MM/YYYY]	[Open / Closed]	[Reference Number]
2	[DD/MM/YYYY]	[Employee Name]	[Employee ID]	[Work quality]	[Reporting Manager]	[Agreed action]	[DD/MM/YYYY]	[Open / Closed]	[Reference Number]
3	[DD/MM/YYYY]	[Employee Name]	[Employee ID]	[Behaviour]	[HR Name]	[Agreed action]	[DD/MM/YYYY]	[Open / Closed]	[Reference Number]
4	[DD/MM/YYYY]	[Employee Name]	[Employee ID]	[Process adherence]	[Reporting Manager]	[Agreed action]	[DD/MM/YYYY]	[Open / Closed]	[Reference Number]

Concern Categories

Attendance / punctuality
Work quality / targets
Behaviour / communication
Process or policy adherence
Safety practice
Other

Monthly Summary

Counselling Record

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[Company Logo][Company Name]
EMPLOYEE GRIEVANCE FORM
Company:
[Company Name]
Grievance Case No.:
[Reference Number]
Date of Submission:
[Date]
Use this form to formally raise a work-related grievance. Please write clearly and attach any supporting documents. Complaints of sexual harassment must be submitted to the Internal Committee under the company's POSH policy and not on this form.
Section A: Employee Details
Employee Name
Employee ID
Designation
Department
Work Location
Reporting Manager
Mobile Number
Official Email
Section B: Nature of Grievance
- Salary, wages, overtime or deductions
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EMPLOYEE COMPLAINT FORM
Company:
[Company Name]
Complaint No.:
[Reference Number]
Date:
[Date]
This form is used to report conduct that you believe breaches company rules or the code of conduct. All complaints are treated confidentially. If your complaint relates to sexual harassment, please approach the Internal Committee directly as per the company's POSH policy.
1. Complainant Details
Employee Name
Employee ID
Designation
Department
Work Location
Contact Number
Preferred mode of contact
2. Person(s) Complained Against
Name
Designation / Role
Department or Organisation (if vendor/customer)
Relationship to you (colleague, supervisor, vendor, other)
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ACKNOWLEDGEMENT OF GRIEVANCE
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Work Location]
Subject: Acknowledgement of your grievance dated [Date]
Dear [Employee Name],
We acknowledge receipt of your grievance submitted on [Date] regarding [brief neutral description of grievance]. It has been registered under case number [Reference Number]. Please quote this number in all future communication on this matter.
Your grievance has been assigned to [Reviewer Name], [Reviewer Designation], who will review the matter in line with the company's Grievance Redressal Policy. The next steps are:
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GRIEVANCE INVESTIGATION FORM
Case No.:
[Reference Number]
Date Opened:
[Date]
Classification:
Strictly Confidential
Part 1: Case Details
Complainant [Employee Name], [Employee ID], [Department]
Respondent (if any): Name, Designation, Department
Date grievance received
Grievance category
Part 2: Terms of Reference
Issue 1 to be investigated
Issue 2 to be investigated
Issue 3 to be investigated
Matters outside scope (if any)
Target completion date
Part 3: Investigator Appointment and Independence
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