Final Warning Letter Before Termination Template for Canada

The Final Warning Letter Before Termination is a crucial document in Canadian employment law that forms part of the progressive discipline process. It is typically used when previous attempts to correct employee behavior or performance have been unsuccessful, and the employment relationship is at risk of termination. The document serves multiple purposes: it provides clear documentation of the disciplinary process, gives the employee a final opportunity to improve, and helps protect the employer legally by demonstrating due process. The letter must be carefully drafted to comply with federal and provincial employment standards, human rights legislation, and common law requirements. It should detail specific incidents or issues, reference previous warnings, outline clear expectations for improvement, specify a timeline for compliance, and clearly state the consequences of non-compliance. This document is particularly important in Canadian jurisdictions where the concept of "just cause" for termination requires extensive documentation and proof of progressive discipline.

1. Letter Header and Date: Company letterhead, current date, and formal business letter formatting

2. Recipient Details: Employee's full name, position, department, and work location

3. Subject Line: Clear indication that this is a Final Warning Letter

4. Previous Warnings Reference: Summary of prior disciplinary actions, including dates and nature of warnings

5. Current Issue Description: Detailed description of the specific incident(s) or performance issues leading to this final warning

6. Company Policy Reference: Citation of specific company policies, procedures, or standards that have been violated

7. Required Improvements: Clear, measurable expectations for improvement and timeline for compliance

8. Consequences: Explicit statement that failure to improve will result in termination

9. Signature Block: Space for manager/HR signature, employee acknowledgment, and date