Warning letter template
A formal warning letter template for addressing misconduct or performance issues. Clearly documents the concern, required improvements and consequences, ensuring fair process and legal compliance.
Warning letter template
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Why formal warnings are important
Formal written warnings are a key step in performance and conduct management. They show that the business is serious about the issue while giving the employee a clear opportunity to improve or correct their behaviour.
From a legal standpoint, written warnings create a documented trail showing you followed a fair process before taking more serious action like termination. This is essential for defending against unfair dismissal claims at Fair Work.
This template ensures you cover all necessary elements — incident details, previous feedback, required changes, and consequences — in a professional, consistent format.
Key features of this template
Designed for clear, fair and legally sound warnings
Formal documentation
Creates official record of the misconduct or performance issue.
Incident details
Clear description of what happened, when and where.
Policy references
Links to relevant policies or standards that were breached.
Expected improvements
Specific actions required to prevent further issues.
Timeframe for improvement
Reasonable period for employee to meet expectations.
Consequence statement
What will happen if the issue occurs again or doesn't improve.
What's included in this template
Comprehensive sections for complete warning documentation
Employee details
Full name, position, department and employee ID.
Warning type
Whether this is a first written warning, final warning or other level.
Date and time of incident
Specific date(s) and time(s) when the issue occurred.
Description of incident
Clear, factual account of the conduct or performance concern.
Policy or standard breached
Reference to company policies, Code of Conduct or role expectations.
Previous discussions
Record of any prior verbal warnings or informal feedback on the same issue.
Required improvements
Specific expectations and standards the employee must meet.
Support offered
Any training, assistance or resources provided to help improvement.
Consequences of further issues
What action will be taken if behaviour or performance doesn't improve.
Acknowledgement and signatures
Sign-off by manager, employee acknowledgement and right to respond.
When to issue a warning letter
Guidance on appropriate use of formal warnings
Types of issues warranting a warning
Warnings are typically issued for serious misconduct (like workplace safety breaches, insubordination, theft or harassment) or ongoing performance issues that haven't improved despite informal feedback or a PIP.
For minor first-time issues, a verbal warning or coaching conversation is usually more appropriate. Written warnings should be reserved for serious or repeated concerns.
Progressive discipline approach
Most workplaces follow a progressive discipline process: verbal warning, first written warning, final written warning, then termination. However, very serious misconduct (like violence or fraud) may justify skipping steps or immediate dismissal.
Always check your Modern Award, Enterprise Agreement or employment contract for specific requirements around warnings and termination procedures.
Employee's right to respond
Before issuing a warning, you must usually give the employee a chance to respond to the allegations. This is procedural fairness. The template includes space for the employee to add comments, and you should keep their response on file with the warning letter.
Looking to automate this process? RosterElf's HR software handles performance management digitally, eliminating paper forms and manual tracking.
Who should use this template?
Essential for any business with employees
Legal disclaimer
This template is designed to reflect Australian workplace standards and Fair Work principles at the time of publication. It is provided as a general guide only and does not constitute legal advice.
You should review and tailor this template to suit your business, industry, modern award, enterprise agreement and specific workplace circumstances. For complex situations or disputes, seek independent legal or HR advice.
Regulatory sources
This template is aligned with Australian employment termination requirements.
Ready to formalise your disciplinary process?
Download our Warning Letter template and ensure performance or conduct issues are documented properly.
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Disclaimer
This document is a general HR template provided for informational purposes only. It is not legal advice and may not reflect the latest changes in legislation or apply to every workplace situation. RosterElf Pty Ltd and the template provider accept no liability for any loss arising from reliance on this document. Users should seek independent legal advice and customise the template to ensure it complies with all relevant laws, awards and workplace requirements.