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Written Warning Letter Template
FairWork
Mate
Sender (manager)
Sender name
Sender title
e.g. Operations Manager, HR Manager
Company name
Recipient (employee)
Employee name
Role title
Warning details
Warning level
First Written Warning
Second Written Warning
Final Written Warning
Meeting date
Date you discussed the concern with the employee
Summary of the concern
Be specific. A written warning needs a clear and accurate description of the issue.
Specific examples discussed
Dates, times, and observable facts. Avoid opinions.
Expected standard
What 'good' looks like. The employee should be able to measure themselves against this.
Improvement timeframe (weeks)
Typically 4-8 weeks for performance, longer for skills development.
Support offered
What you'll do to help the employee succeed. Strong defence against unfair-dismissal claims.
Consequences if unaddressed (optional)
Final warnings include termination as a possible consequence.
Process protections (recommended)
Include the employee's right to respond to the warning
Include reminder of right to bring a support person to future meetings
Next — confirm before generating
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