Employee Written Warning Form Template for New Zealand

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Key Requirements PROMPT example:

Employee Written Warning Form

"I need an Employee Written Warning Form for a retail sales associate who has consistently failed to meet monthly sales targets for the past three months, and this will be their second written warning with a final review date of March 15, 2025."

Document background

The Employee Written Warning Form is a crucial document in New Zealand's employment relations framework, designed to facilitate fair and transparent performance management processes. It is typically used when verbal warnings have not resulted in the desired improvement, or when the severity of an issue requires immediate formal documentation. The form must comply with New Zealand employment legislation, particularly the Employment Relations Act 2000, which emphasizes good faith in employment relationships. The document serves multiple purposes: it clearly communicates performance or conduct concerns to the employee, documents the organization's attempts to address these issues, provides a framework for improvement, and can serve as evidence in potential future employment actions. The form should be used as part of a broader performance management strategy and must be issued following proper procedures to ensure legal compliance and fairness.

Suggested Sections

1. Employee and Employer Information: Basic details including employee name, position, department, manager, and date of warning

2. Type of Warning: Specification of whether this is a first, second, or final written warning

3. Description of Issue: Clear and specific description of the performance, conduct, or behavior problem

4. Previous Discussions/Warnings: Documentation of any verbal warnings or discussions about the issue

5. Impact of Behavior: Explanation of how the employee's actions affect the workplace, colleagues, or business

6. Expected Standards: Clear outline of the expected behavior or performance standards

7. Improvement Required: Specific actions or changes the employee needs to make

8. Timeline for Improvement: Clear timeframe for when improvements must be demonstrated

9. Consequences: Statement of what will happen if improvement is not shown

10. Support Offered: Description of any assistance, training, or resources being provided

11. Acknowledgment: Signatures of all parties and date, confirming the warning has been discussed and understood

Optional Sections

1. Investigation Summary: Summary of any investigation conducted, used when the warning relates to a specific incident that required investigation

2. Union Representative: Details of union involvement and representation, included when an employee has union representation

3. Health and Safety Implications: Specific section addressing safety concerns, included when the warning relates to safety violations

4. Performance Metrics: Specific performance data or metrics, included when the warning relates to measurable performance issues

5. Employee Response: Section recording the employee's formal response or explanation, included when the employee wishes to document their perspective

Suggested Schedules

1. Performance Improvement Plan: Detailed plan outlining specific goals, timelines, and measures for improvement

2. Evidence Documentation: Copies of relevant evidence supporting the warning (e.g., incident reports, customer complaints, attendance records)

3. Training Requirements: Specific training or development activities required as part of the improvement process

4. Meeting Minutes: Notes from the warning meeting documenting what was discussed

5. Relevant Policies: Copies of company policies that have been breached or need to be referenced

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

alex.den.21@genieai.co

Relevant legal definitions

Clauses

Relevant Industries

Healthcare

Education

Retail

Manufacturing

Professional Services

Technology

Financial Services

Hospitality

Construction

Transport and Logistics

Public Sector

Non-profit

Agriculture

Mining and Resources

Telecommunications

Relevant Teams

Human Resources

Management

Operations

Legal

Administration

Compliance

Employee Relations

Relevant Roles

HR Manager

HR Director

Department Manager

Line Supervisor

Team Leader

General Manager

Operations Manager

Regional Manager

Branch Manager

CEO

Department Head

Site Manager

Project Manager

HR Business Partner

HR Coordinator

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Authors

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