Written warning template Australia: what should an employer include?
How to prepare a clear written warning after a fair meeting, with expectations, support, review dates and consequences.
A written warning should identify the performance or conduct issue with specific facts, record what was discussed with the employee, explain the standard required, set reasonable actions and timeframes, describe support offered and state the possible consequences if the issue is not corrected. It should follow—not replace—a fair discussion with the employee.
There is no universal rule requiring three warnings. What matters is a valid reason, a fair and proportionate process, and a reasonable opportunity to respond and improve where appropriate.
Work through it in this order.
Investigate and gather facts
Separate observed events and records from assumptions. Check policies, role expectations, previous discussions and any explanation already provided.
Meet before issuing the warning
Explain the concern, allow a support person where appropriate, hear the employee's response and consider it genuinely before deciding.
Set measurable expectations
Describe what must change, what support the business will provide, how improvement will be measured and the review date.
Keep a complete record
Give the employee the written warning and keep the letter, meeting notes, evidence and later review outcome together.
What employers often miss.
- Warnings may be inappropriate for alleged serious misconduct; investigate and obtain advice.
- Targets must not be discriminatory, unlawful or unreasonable.
- Use neutral factual language and avoid saying the outcome was predetermined before hearing the response.
Check the primary guidance.
Open any source, or first have HR OK email you the practical employer checklist for this issue.
↗Official pages can change. HR OK monitors legislation and source updates, but the facts of the particular workplace still matter.