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Written Warning Letter

Written Warning Letter Template for Australia

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Key Requirements PROMPT example:

Written Warning Letter

"I need to draft a Written Warning Letter for a retail employee who has had three instances of unauthorized late arrivals in January 2025, following a verbal warning last month. The letter should emphasize the impact on store operations and outline specific attendance expectations."

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Document background
The Written Warning Letter is a crucial document in Australian employment relations, used when formal documentation of employee performance issues or misconduct is required. It typically follows informal discussions or verbal warnings and precedes more serious disciplinary actions. The document must comply with the Fair Work Act 2009 and other relevant Australian employment legislation, ensuring procedural fairness and clear communication of concerns. Written Warning Letters should clearly state the issue(s), reference relevant policies or standards, outline expected improvements, and specify timeframes and consequences. They form part of the employee's formal record and may be referenced in future employment decisions or legal proceedings, making it essential to maintain professional language and thorough documentation.
Suggested Sections

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

2. Employee Information: Full name, position, department, and employee ID of the recipient

3. Subject Line: Clear indication that this is a formal warning letter

4. Specific Incident Details: Detailed description of the incident(s) or behavior leading to the warning, including dates and specific examples

5. Policy Violations: Reference to specific company policies, procedures, or standards that have been breached

6. Impact Statement: Explanation of how the behavior affects the workplace, team, or company

7. Expected Improvements: Clear outline of the behavior changes required and performance expectations

8. Timeframe: Specific period for improvement and review

9. Consequences: Clear statement of potential consequences if behavior/performance doesn't improve

10. Signature Block: Space for manager/supervisor signature, employee signature, and date

Optional Sections

1. Previous Warnings: Reference to any previous verbal or written warnings, used when this is not the first warning

2. Support Resources: Information about available support, training, or resources to help employee improve

3. Performance Improvement Plan: Detailed improvement steps and milestones, used for more serious or complex performance issues

4. Union Representative Notice: Reference to union notification or representation rights, required if employee is covered by union agreement

5. Employee Response: Space for employee to provide written response or explanation, used in more formal warning processes

Suggested Schedules

1. Incident Report: Detailed documentation of specific incidents referenced in the warning

2. Performance Data: Relevant performance metrics or documentation supporting the warning

3. Previous Communications: Copies of relevant emails, meeting notes, or verbal warning documentation

4. Relevant Policies: Copies of specific company policies referenced in the warning letter

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant Industries

Healthcare

Education

Financial Services

Manufacturing

Retail

Hospitality

Technology

Construction

Mining

Professional Services

Public Sector

Transportation

Telecommunications

Agriculture

Non-profit

Relevant Teams

Human Resources

Legal

Operations

Management

Employee Relations

Industrial Relations

Compliance

Administration

Personnel

Relevant Roles

Human Resources Manager

HR Business Partner

Department Manager

Line Supervisor

Team Leader

Operations Manager

General Manager

Chief Human Resources Officer

Employee Relations Specialist

HR Director

Personnel Manager

Workplace Relations Manager

Department Head

Senior Manager

Project Manager

Industries
Fair Work Act 2009 (Cth): Main federal legislation governing employment relationships in Australia, including procedures for managing underperformance and misconduct, ensuring procedural fairness in disciplinary actions
Privacy Act 1988 (Cth): Regulates how personal information is handled, including employee records and confidential information in workplace documentation
Age Discrimination Act 2004 (Cth): Ensures warning letters do not discriminate based on age
Disability Discrimination Act 1992 (Cth): Protects against discrimination based on disability in employment processes including disciplinary actions
Racial Discrimination Act 1975 (Cth): Ensures warning letters and disciplinary processes are free from racial discrimination
Sex Discrimination Act 1984 (Cth): Protects against discrimination based on gender, sexual orientation, or relationship status in workplace processes
Work Health and Safety Act 2011 (Cth): Relevant if the warning relates to workplace safety violations or concerns
State-specific Industrial Relations Acts: May apply for state system employees not covered by the federal system
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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