Formal Warning Letter Example
Example document for Formal Warning Letter. Use this as a reference when creating your own.
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Document: Formal Warning Letter
Example Document
Last updated 7/27/2026
Smith's Plumbing Services 123 Industrial Way Brisbane QLD 4000 (07) 5550 1234 info@smithsplumbing.com.au
15 October 2023
John Citizen 42 Smith Street Brisbane QLD 4000
Dear John,
RE: FORMAL WARNING LETTER - FIRST WARNING
This letter serves as a formal warning regarding your safety performance at work. On 12 October 2023, we held a meeting to discuss concerns about you not wearing your safety boots while on the construction site at 10 Main Street. Despite our previous discussion on 1 October 2023, I observed you working in sandals again this morning.
Details of the Issue The specific concerns are as follows:
On 12 October 2023 at 9:00 AM, the Site Manager saw you cutting pipe while wearing thongs. This is a direct breach of our Workplace Health and Safety Policy. On 1 October 2023, I gave you a verbal reminder about the same issue.
This behaviour puts you at high risk of foot injury from falling tools or sharp materials. It also exposes our business to potential fines and prosecution by Safe Work Queensland.
Expected Standards of Conduct You are required to maintain the following standards:
- Wear steel-capped safety boots at all times while on any work site.
- Comply with all site safety signs and instructions.
Improvement Plan To address this issue, we expect the following improvements:
- You must wear your approved safety boots starting immediately on your next shift.
- You must review the company safety handbook and sign the safety acknowledgement form by 18 October 2023.
We will review your progress on 25 October 2023.
Consequences Please be aware that if you do not wear the correct safety gear by the review date, we will take further disciplinary action. This action may include termination of your employment for serious misconduct.
You have the right to respond to this warning. If you wish to discuss this matter further, please contact me on or before 18 October 2023.
Yours sincerely,
Bob Smith Director
Bob Smith
Acknowledgement of Receipt
I, John Citizen, acknowledge that I have received this Formal Warning Letter. I understand the contents of this letter and the consequences if I do not meet the required standards.
John Citizen
Date: 15/10/2023
Notes
This example highlights a safety breach, which is high risk for a tradesperson. The letter is specific about dates and times. It references the previous verbal warning. It sets a clear action plan and timeline. It explains the legal risk to the business to emphasize seriousness.
About this Example
Part of the Formal Warning Letter document collection
Document Type
Formal Warning Letter
A written record used by employers to notify an employee of unsatisfactory performance or misconduct and the required improvements.