Progressive discipline: steps, records and a sample warning
Progressive discipline gives an employee a fair chance to fix a problem, and gives you a clear record if they do not. Without it, a termination for cause rarely holds up in Canada.
The usual steps
Informal conversation
Name the problem, the expected standard and a time frame. Write a short note for your file.
Verbal warning, documented
A formal meeting. Say it is a warning. Confirm it in a short email afterwards.
Written warning
A letter that describes the issue, past conversations, the expected change, support offered and the consequence of no improvement.
Final written warning
States clearly that the next incident may lead to termination.
Termination
With cause if the record supports it. Many employers still choose a without-cause termination with notice to limit risk.
When to skip steps
Serious misconduct, such as theft, violence, serious harassment or fraud, can justify going straight to a final warning or termination. Canadian courts look at the whole context, including the employee's record, length of service and whether the response fits the misconduct.
Suspensions without pay are risky. Without a right in the contract or a clear policy, an unpaid suspension can be treated as a constructive dismissal.
Keep records that hold up
Facts, not labels
"Arrived 40 minutes late on May 3, 7 and 12" rather than "unreliable".
Same day
Write notes the same day, with date, time and who was present.
Employee's side
Record what the employee said and any reasons given, such as health or family issues.
Check for accommodation
If the problem may relate to a disability or family status, the duty to accommodate under human rights law comes first.
Outline of a written warning
Subject: Written warning, [issue]. Date. Employee name and role.
What happened: dates and facts. Previous discussions: dates of earlier conversations or warnings.
Expected standard and the improvement needed by [date]. Support offered: training, schedule change or check-ins.
Consequence: further discipline, up to and including termination, if the issue continues.
Employee signature to confirm receipt, with space for comments.
Common questions
How long does a warning stay on file?
There is no fixed rule. Many employers treat old warnings as less relevant after 12 to 24 months of good conduct. Your policy should say how you handle it.
Does the employee have to sign the warning?
They sign to confirm receipt, not agreement. If they refuse, note that the warning was delivered and who was present.
Can you run discipline meetings with our managers?
Yes, that is part of our HR subscription.
Hiring, or stuck on an HR question?
Tell us what you need. We reply by email to set up a short free call, and send a written agreement before any work starts.