Official form guide
Form First warning letter template: First warning letter template
The First warning letter template is a printable document from the Fair Work Ombudsman. Employers use it to issue a written warning for performance or conduct issues before taking further action.
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Form Overview
Fair Work Ombudsman Form First warning letter template - First warning letter template
The First warning letter template is a printable document from the Fair Work Ombudsman. Employers use it to issue a written warning for performance or conduct issues before taking further action.
Risk Radar
Scan points- 1Failing to record how the warning was delivered is a common error.
- 2Not gathering enough evidence before the meeting
- 3Not allowing the employee a support person
- 4Skipping the delivery record (date, time, who was present)
- 5Setting an unreasonable or discriminatory improvement requirement
Plain English
This template helps you write a clear warning letter for an employee who isn’t meeting expectations. Fill in the placeholders, give the letter to the employee, and keep a copy for your records.
Submission Date
- Filing date: Use it when you have identified a performance or conduct problem and want to warn the employee before any dismissal.
- Preparation window: collect IDs, supporting records, and signatures in advance.
- Final review: verify names, dates, and required fields before submission.
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What this form is for
- Use when you need to give an employee a written warning for a performance or conduct issue.
- Use after you have given verbal feedback, coaching or a verbal warning and the issue has not improved.
- Use if you want to document that the employee was warned and given a chance to improve, which can help in unfair dismissal assessments.
- Do not use for serious misconduct; refer to the Fair Work Ombudsman dismissal guidance instead.
- Small‑business owners can use this template to help meet the Small Business Fair Dismissal Code requirements.
Form selector
Use this form or another form?
Serious misconduct
Written warning not appropriate for serious breaches
✓ Confirm seriousness and seek advice before proceeding
Dismissal notice or termination letter
No prior verbal warning
Written warning may be premature
✓ Ensure you have documented earlier informal steps
Verbal warning or coaching record
Small business owner
Template helps meet code but must follow code specifics
✓ Verify you are following the Small Business Code
Small Business Fair Dismissal Code checklist
Unfair dismissal claim preparation
Shows employee was warned and given chance to improve
✓ Keep signed/acknowledged copy for tribunal
Deadline or filing window
Set a reasonable improvement period in the letter; the template does not specify a fixed deadline.
Before you submit
- 1All placeholder brackets have been removed and filled with correct information.
- 2All purple guidance notes have been deleted.
- 3The improvement deadline and review meeting date are reasonable and clearly stated.
- 4Employee contact details (phone or email) are included for responses.
- 5A record of how the letter was given (time, date, method, witnesses) is noted.
- 6A copy of the completed letter is saved for your records.
- 7The letter has been signed by the appropriate manager or supervisor.
- 8Any required signatures from the employee have been obtained (optional).
- 9The final document is in black text, not red placeholders.
How to file this form
- 1Download the printable template or open the interactive tool at fairwork.gov.au/templates.
- 2Replace all red‑bracketed placeholders with your specific details and delete the purple guidance notes.
- 3Save a clean copy of the completed letter for your records.
- 4Deliver the letter to the employee (hand‑hand, email, or post) and note the delivery details.
- 5Ask the employee to confirm they have read the letter and, if they wish, sign a copy.
- 6File the signed (or acknowledged) copy in the employee’s personnel file.
Known limitations
- 1There is no legal requirement to give a written warning before termination.
- 2The template is not a legal document and does not guarantee protection against unfair dismissal claims.
- 3Employees are not required by law to sign the warning letter.
- 4The template is not suitable for serious misconduct cases.
- 5It does not replace advice from a lawyer or employer association when issues are complex.
Field map
Compact field-by-field guide
Applicant
1 items
Full name (and representative, if any), postal address, email, and phone number of the person or organisation lodging the application.
Respondent
1 items
The exact legal name and ABN of the employer or other party the application is made against.
The Matter
2 items
Identify the kind of matter — for example, unfair dismissal, general protections, or an agreement application.
A clear description of what happened, relevant dates, and the outcome you are seeking.
Dates
1 items
Relevant dates such as the date of dismissal or the date the issue arose — these determine whether you are within time.
Supporting
1 items
Any documents that support your application, such as letters, contracts, or notices.
Declaration
1 items
Sign and date the form. Applications may also require a fee or an application for a fee waiver.
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Fillable formOpen in Editor->The First warning letter template was last updated in December 2025 and is available as a printable PDF and an interactive online tool.
What changed or needs a fresh check
- Check the document shows the December 2025 update date.
- Verify you are using the colour‑coded version with red placeholders.
- Remove all purple guidance text inside square brackets before finalising.
- Replace every <red text inside the angle brackets> with your specific details.
- Confirm you have changed the red text colour to black after editing.
Quick Facts
Downloads & source
Sources
- SRCForm last updated December 2025confirmed on page 1.
- SRCTemplate includes a checklist and colour‑coded sectionsconfirmed on page 1.
- SRCRed text inside angle brackets indicates where to insert detailsconfirmed on page 4.
- SRCPurple text inside square brackets is guidance to deleteconfirmed on page 4.
- SRCEmployees are not required by law to sign the warning letterconfirmed on page 4.
- SRCSmall business owners should follow the Small Business Fair Dismissal Codeconfirmed on page 2.
Common confusion points
Leaving the red <placeholders> or purple guidance text in the final letter.
Setting improvement targets that are unreasonable or discriminatory.
Assuming the employee must sign the warning letter.
Using the warning letter for serious misconduct instead of a dismissal process.
Not recording how and when the letter was given to the employee.
Failing to change the red text colour to black after editing.
Using an outdated version of the template.
Source transparency
Copyright & Licensing — Australian Government Forms
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