Resources / Managing Underperformance / Written Warning Generator
Module 2: Onboarding & Probationary Periods

Written Warning Generator

The formal warning you hand to the educator in the meeting, or send shortly after. Covers First Written, First and Final Written, and Final Written Warnings. The draft captures what you discussed, the expectations going forward, the support on offer, and the educator's five business day right to respond in writing.

Before you start

A written warning is a serious step. Use it when informal feedback and a Record of Employee Discussion have not resolved the issue, or when a single incident is serious enough on its own (a safety breach, a breach of child protection obligations, a breach of service culture) that you want to document it formally.

A written warning is issued in a formal meeting, or shortly after. The flow is: invite the educator to a formal meeting with at least 24 hours notice, hold the meeting with a second leader present, explain the concern, give the educator the opportunity to respond, then hand over the written warning in that meeting or send it shortly after. This tool drafts the letter. Bring it with you to the meeting.

Fair Work does not require three warnings. What it does require is clear expectations, a reasonable opportunity to improve, appropriate support, and the educator knowing that termination is a possible outcome if the issue continues. This tool writes to those four tests.

Step 1
Feedback conversationRaise the concern in a one on one. Name what you have seen. Listen.
Step 2
Record of Employee DiscussionDocument the concern and agreed actions. Educator signs. Keep a copy on file.
Step 3, this tool
Written warning (behaviour)Formal meeting with 24 hours notice. Letter handed over in the meeting, or sent shortly after. For anything touching child safety, child protection, active supervision, or a breach of the National Law.
Step 4
Decision (exit, extend or finalise)At the review date: exit (show cause or termination), extend (further period with refreshed expectations), or finalise (close out, improvement achieved).

Warning type

Pick the level of warning. The letter adjusts its tone, escalation language and signal to the educator.

The educator

Who the letter is for and how it will be delivered.

The concern

What is the specific issue? Keep it observable. Write what you have seen, not what you think it means.

Use the chip that matches the primary concern. If the issue spans two categories, pick the most serious.
One or two sentences the educator can read and know exactly what this letter is about.
Dates, what you observed (or who observed and reported it), what happened. No interpretations. This is the evidence foundation of the letter.
Why this matters. Name the impact in real terms, NQF obligations, ratios, family trust, team load.

Prior steps and support

What has already been raised with the educator, and what support has been offered? This is what Fair Work looks for.

Dates, what was discussed, what was documented. If this is a First and Final with no prior steps, note "No prior formal steps, issue is serious enough to warrant immediate formal warning".
Training, coaching, mentoring, EAP access, adjusted duties. What has been or will be made available.

Expectations going forward

Exactly what needs to change, by when, and measured how.

Name the specific behaviour you need to see, not general aspirations. Each line should be observable.
Typical range: 4 to 12 weeks depending on seriousness. Fair Work looks for a reasonable timeframe.
Schedule the follow-up meeting now so it is in the educator's calendar.
Name the consequence plainly. The letter must say termination is a possible outcome for this to be Fair Work defensible. For a Final Written Warning the consequence should state termination directly.

The meeting where the letter is delivered

Procedural fairness steps. The written warning is handed over in this formal meeting, or sent shortly after. Fill in the meeting details so the letter records them correctly.

At least 24 hours notice of any formal meeting.
Always have a second leader present. Usually the 2IC, Educational Leader, or an Approved Provider.
The letter will include, you do not need to type these
  • The right to bring a support person to the meeting (and any follow up)
  • A statement that you will pause the meeting if the educator asks for a break
  • A 5 business day window for the educator to respond to the warning in writing, addressed to the Service Manager
  • An acknowledgement block for the educator to sign and return
  • The Fair Work Commission contact for the educator if they have concerns about process

Your brand and logo

Optional. The letter uses these colours and logo on the printed and PDF version.

Service and sender

Whose name and title sits at the bottom of the letter.

Drafting your warning letter. Cross referencing your meeting details, your dates and observations, the prior steps and support, the expectations going forward and the educator's right to respond. This takes about 15 seconds.