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These templates give you the letters. TimeTally tracks every absence, calculates Bradford Factor scores, and flags patterns early — so you have the data before you need these forms. From £3/employee/month.
TimeTally records every absence — sick leave, unauthorised, and lateness. Leave balances update in real time, giving you an accurate absence history when you need it most.
The team calendar shows all absences in one view — so you can identify Monday/Friday patterns, repeated sick days, and employees whose absence warrants a conversation before formal action.
Get an email the moment an employee reports sick in the app. Log the absence, see their Bradford Factor score update in real time, and manage the situation before it requires formal action.
The employer calendar gives you a complete, timestamped record of every absence — exactly the kind of evidence you need if a disciplinary situation reaches tribunal level.
TimeTally tracks every absence, calculates Bradford Factor scores automatically, and surfaces patterns early — giving you the data to have the right conversations before formal action is needed. Explore all features or see how it works.
Automatic absence tracking
Every absence is recorded with date, type, and duration. Bradford Factor scores update automatically — no spreadsheets required.
Instant absence alerts
Get an email the moment an employee reports sick in the app. Log the absence and arrange cover before the workday starts.
Audit-ready records
Every absence is timestamped and exportable. If a disciplinary situation escalates, you have a complete, consistent evidence base.
Before issuing any written warning, employers must follow a fair disciplinary process. Failure to do so can result in tribunal claims — even where the underlying conduct genuinely warranted disciplinary action.
The key legal frameworks are:
The ACAS Code sets out the minimum steps a fair disciplinary procedure should follow:
When to use a written warning
Written warnings are appropriate for misconduct or poor performance after a fair investigation and disciplinary hearing. They should not be issued as a first response to a single minor incident. Many employers use a verbal warning as a first step before proceeding to written warnings.
A written warning should include:
Use this template after a disciplinary hearing where the decision is to issue a first written warning.
Use this template where a first written warning has previously been issued and there has been further misconduct or insufficient improvement, or where the misconduct is serious enough to skip a first warning.
Copy the relevant template and replace everything in square brackets with the specific details for this case:
Always have the letter reviewed by a qualified employment solicitor or HR professional before sending, particularly for complex cases involving discrimination allegations, long-serving employees, or where dismissal is a realistic outcome.
The most common reason for disciplinary action in UK workplaces is persistent short-term absence. A Bradford Factor score is a useful tool for identifying employees whose absence pattern is particularly disruptive. Before issuing a written warning for absence, employers should:
See our guide on unauthorised absence UK for more detail on how to handle employees who fail to follow the sickness notification procedure.
“TimeTally has been excellent for our business. The app is simple to use, reliable, and makes managing holidays, absences, and staff records straightforward. The system has saved us a significant amount of administration time and gives both managers and employees clear visibility of leave balances and requests. Highly recommended for any business looking for an easy-to-use workforce management solution.”
Jordan Ingoe, CLI ManchesterCommon questions about UK written warnings and disciplinary procedures.
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