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Disciplinary Warning Form

Disciplinary Warning Form Template for Canada

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Key Requirements PROMPT example:

Disciplinary Warning Form

"I need a Disciplinary Warning Form for a retail employee who violated our customer service policy by engaging in a verbal altercation with a customer on January 15, 2025; this is their second offense and needs to include specific performance improvement metrics for the next 30 days."

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Document background
The Disciplinary Warning Form is a crucial human resources document used across Canadian organizations to formally document employee misconduct, performance issues, or policy violations. This document serves as part of a progressive discipline process and must comply with various Canadian federal and provincial employment laws, including the Canada Labour Code, provincial Employment Standards Acts, and relevant human rights legislation. The form is typically used when verbal coaching has been ineffective or when the severity of an incident requires immediate formal documentation. It includes detailed information about the incident, references to specific policy violations, required corrective actions, and timeline for improvement. The document must be handled with appropriate confidentiality and stored in accordance with privacy laws, serving as an important record for both current performance management and potential future legal proceedings.
Suggested Sections

1. Employee Information: Basic details including employee name, ID number, position, department, and supervisor name

2. Date and Location: Date of the warning and location where the incident(s) occurred

3. Type of Warning: Indication of warning level (verbal documented, written, final) and whether this is a repeat offense

4. Description of Incident: Detailed account of the specific behavior, performance issue, or policy violation that prompted the warning

5. Company Policies Violated: Reference to specific company policies, procedures, or standards that were breached

6. Impact of Violation: Description of how the violation affects the workplace, colleagues, or company operations

7. Corrective Action Required: Clear outline of the specific improvements or changes expected from the employee

8. Timeline for Improvement: Specific timeframe within which the employee must demonstrate improvement

9. Consequences: Clear statement of what will happen if the behavior continues or improvements are not made

10. Signatures and Date: Space for signatures of the supervisor, employee, HR representative, and dates

Optional Sections

1. Previous Warnings: Section detailing prior disciplinary actions, used when this is not the first incident

2. Employee Response: Space for employee to provide their perspective or response to the warning, optional but recommended for fair documentation

3. Performance Improvement Plan: Detailed plan for improvement, used for more serious or complex performance issues

4. Union Representative Acknowledgment: Section for union representative signature, required only for unionized employees

5. Witness Statement: Space for witness information and statement, used when the incident was witnessed by others

6. Training Requirements: Section specifying additional training needed, used when remedial training is part of the corrective action

Suggested Schedules

1. Incident Evidence: Attachments of any supporting documentation, photos, videos, or other evidence of the incident

2. Relevant Policy Documents: Copies of specific company policies or procedures that were violated

3. Performance History: Documentation of previous performance reviews or incidents relevant to the current warning

4. Improvement Plan Template: Structured template for detailed performance improvement planning when required

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant Industries

Healthcare

Manufacturing

Retail

Financial Services

Technology

Education

Construction

Hospitality

Transportation

Professional Services

Public Sector

Non-Profit

Telecommunications

Energy

Mining

Relevant Teams

Human Resources

Legal

Operations

Management

Employee Relations

Compliance

Labor Relations

Personnel Administration

Relevant Roles

HR Manager

HR Director

HR Business Partner

Employee Relations Manager

Department Manager

Supervisor

Team Lead

Operations Manager

General Manager

Chief Human Resources Officer

HR Coordinator

Personnel Manager

Compliance Officer

Labor Relations Manager

Industries
Canada Labour Code: Federal legislation governing employment standards, workplace safety, and industrial relations for federally regulated industries. Provides framework for disciplinary procedures and employee rights.
Canadian Human Rights Act: Ensures disciplinary actions are free from discrimination based on protected grounds such as race, gender, religion, age, disability, etc.
Personal Information Protection and Electronic Documents Act (PIPEDA): Governs the collection, use, and disclosure of personal information in the private sector, ensuring proper handling of employee information in disciplinary documentation.
Provincial Employment Standards Acts: Province-specific legislation setting minimum standards for employment terms and conditions, including disciplinary processes and documentation requirements.
Provincial Human Rights Codes: Provincial legislation protecting employees from discrimination and ensuring fair treatment in workplace disciplinary actions.
Provincial Privacy Acts: Governs the collection, use, and storage of personal information at the provincial level, affecting how disciplinary records are maintained and accessed.
Provincial Labour Relations Acts: Regulates union-management relations and may affect disciplinary procedures for unionized employees, including requirements for just cause and progressive discipline.
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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