Disciplinary Warning Letter — Kenya

How to use: Replace every [bracketed field] with your details and delete guidance notes in italics. This is a general template aligned with Kenyan practice — for high-stakes matters, have it reviewed. Need it done for you? Talk to Virtual Ivy.

Use only after a fair hearing where the employee had a chance to respond (Employment Act 2007, s.41). Keep a copy on file.

[Company Letterhead] · [Date]

Private & Confidential
[Employee Name]

Re: [First / Second / Final] Written Warning

This letter follows the disciplinary meeting held on [date] regarding [describe conduct/performance issue and dates].

At the meeting you were given the opportunity to respond and stated [summarise employee's explanation]. Having considered this, the company finds that [finding], which breaches [policy / standard].

You are therefore issued a [first/second/final] written warning. We expect the following improvement: [specific, measurable expectation] by [date/review date]. Failure to improve, or further misconduct, may lead to [further disciplinary action up to dismissal].

This warning remains active for [e.g. 6/12] months. You have the right to appeal in writing to [name/title] within [e.g. 7] days.

Issued by (name, title, signature)

Received by employee (signature & date)