Warning Letter to Employee


How to write an effective warning letter for employee? 

Warning letters are an effective way to address and document performance or conduct issues with an employee. Typically, you issue a warning letter after a meeting where the problem is discussed. This approach is instrumental in resolving issues before they escalate.

While there are no legal mandates for formal written warnings or a specified number of warnings, the Fair Work Commission considers the following to assess if a dismissal was unfair:

  • Whether the employee was warned about their performance or conduct issues.
  • Whether the employee was given a reasonable opportunity to improve.
  • For more guidance, refer to below sample letters to guide on managing underperformance. If you're uncertain about handling a performance or conduct issue, consulting a lawyer or your employer association is advisable.

Note that in cases of serious misconduct, warnings might not be suitable. In such instances, consider using the Termination of employment (summary dismissal – serious misconduct) template and seek professional advice.

For Small Business Owners:
If you run a small business, adhere to the Small Business Fair Dismissal Code when terminating an employee. Using a structured template letter can help ensure compliance.

Steps to Prepare a Warning Letter:

Step 1: Identify and Analyze the Problem
Define the performance or conduct issue clearly. Consider the severity, duration, and the corrective actions you plan to take.

Step 2: Meet with the Employee
A meeting is crucial to:
  • Identify and address issues promptly.
  • Set clear expectations.
  • Collaborate on solutions for improvement.
  • Inform the employee in advance about the meeting's purpose and offer the chance to bring a support person. The letter templates guide you on managing underperformance provides additional insights into this process.

Step 3: Draft the Warning Letter
Your warning letter should include:
  • Specific details of the concern.
  • Discussions held with the employee regarding the issue.
  • Employer’s commitment to assist.
  • An action plan for the employee.
  • A reasonable timeframe for implementing improvements.
Use the warning letter templates below for guidance, replacing placeholder text with specific details pertinent to your case.

Step 4: Deliver the Warning Letter
Ensure the employee receives the letter and document the delivery process. If suitable, have the employee sign the letter as acknowledgment of receipt, though this is not legally required.

Maintaining a copy of the letter in your records is crucial, as is following up to confirm understanding and receipt.

Important: Always document meetings related to performance or conduct issues using the appropriate templates. Avoid setting discriminatory or unreasonable targets or requirements. Seeking professional advice on discrimination and general protections is recommended.

By following these steps and documenting each stage, you protect both the employee's rights and your business interests.

Download our Warning letter to employee templates below and modify according to your preferences:

template preview imageEmployee Warning Letter due to unacceptable Conduct

Employee Warning Letter due to unacceptable Conduct

Are you looking for an Employee Warning Letter template? We have created a free template to help you draft an effective warning letter. You can download the template for free and customize it to fit your needs.

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template preview imageEmployee Final Warning Letter

Employee Final Warning Letter

How to write a written warning for low quality of his/her performance? Download this Employee Final Warning Letter template now!

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template preview imageWarning letter to employee for poor performance

Warning letter to employee for poor performance

How to write a Warning Letter to an employee? Download this employment warning letter to employee now and modify it according to your preferences.

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template preview imageFinal Warning Letter To Employee Poor Performance

Final Warning Letter To Employee Poor Performance

How to write a Warning Letter to Employee Poor Performance? Download this Final Warning To Employee for Poor Performance letter template now!

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template preview imageFinal Employee Warning

Final Employee Warning

How to write an effective employee Warning notice? Download this Final Employee Warning letter template now and modify according to your preferences!

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template preview imageSample Final Warning Letter For Poor Performance

Sample Final Warning Letter For Poor Performance

How to write an effective Warning Letter for Poor Performance to an employee? Download this HR letter sample of a Final Warning Letter For Poor Performance now!

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template preview imageEmployee Warning Letter

Employee Warning Letter

How do you write a warning letter to an employee? Download this sample Employee Warning Letter template now for your reference.

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template preview imageWrite Up Form Template

Write Up Form Template

How to create a warning form to inform your employees about misbehavior, etc? Download this formal warning form now and modify it according to your preferences.

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template preview imageEmployee Written Warning Letter Template

Employee Written Warning Letter Template

How to write a warning letter to your employees? Download this formal warning letter to staff that needs to get notified about their behavior.

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template preview imageWarning Form Notice Summary

Warning Form Notice Summary

How to create a write up form to summarize the warning? Download this warning letter to employee now and modify it according to your preferences.

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template preview imageEmployee Write Up Form Sample

Employee Write Up Form Sample

How to dispute your employee warning letter to your staff? Download this formal write up warning form and modify it according to your preferences.

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template preview imageEmployment Warning Letter Sample

Employment Warning Letter Sample

How to write a warning letter to inform an employee about behavior or performance issue? Download this employment warning letter to employee now and modify it according to your preferences.

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