What is a verbal warning?
A verbal warning is often the first step in the disciplinary process, allowing an employee to address a behaviour or performance issue before more serious action is necessary.
During this exchange, a leader identifies the problem, defines necessary improvements and explains the consequences of failing to rectify the situation. While verbal warnings appear informal, they form the foundation for future disciplinary actions if required.
When is a verbal warning appropriate?
If an employee’s behaviour is serious, you may skip this step and go straight to a formal written warning or immediate termination. A verbal warning is appropriate for behaviour issues and performance infractions of a less urgent nature.
Let’s examine the behaviour and performance-related problems that often result in a verbal warning:
Performance
Many job performance issues can be effectively addressed through a verbal employee warning notice. These include:
- making an unacceptable number of errors or omissions in their work
- consistently missing deadlines or targets
- completing substandard work
- demonstrating an inability to follow instructions
- failing to develop the necessary skill sets
Behaviour
A verbal warning can be a viable first step for addressing behavioural issues at work and can lead to significant improvements. Some of the behaviours that can be addressed in this way include:
- being persistently late for work or having a record of excessive absenteeism without a reasonable explanation
- regularly violating company rules, such as breaking dress code policies or taking excessive breaks
- demonstrating an inability or unwillingness to work as part of a team
- failing to adhere to occupational health and safety protocols
- using company property for personal reasons
How do you issue a verbal warning?
Issuing a verbal warning is much easier than it may appear. Following these steps will help you create an effective plan. Here are some of the steps to include:
Evaluate the situation
Begin by confirming the employee has failed to complete the duties and honour the responsibilities outlined in their job description, or that their actions violate your company’s policies or break the terms of their contract. Next, ask yourself if these issues would be best addressed through a verbal warning. If the issue is serious, a different course of action may be necessary.
Examine company procedure
Does your organization have a formal policy in place for issuing verbal warnings? If so, you should follow the HR policies created by your company’s human resources experts.
Document the facts
Gather all the facts about the employee’s performance before issuing any warnings. This information helps you verify the facts and ensure the employee is treated fairly. These details can also be used to justify this and future disciplinary actions.
Arrange the meeting
Select a private meeting space to maintain confidentiality and prevent interruptions. You may also wish to have another member of the management team present to witness the verbal warning and offer additional input.
Provide the verbal warning
It is now time to explain the behaviour or performance problem, providing specific examples and explaining how these issues impact the business. Be clear and concise and use a professional tone. Provide them with the opportunity to respond or ask questions.
Develop a plan of action
Clearly define your expectations for the employee. What changes do you require them to make? Next, create a performance improvement plan by identifying doable steps that the employee can take to improve. Provide a timeline for achieving each step and an explanation of how you will track their progress.
Offer support
Give your employee the tools and support they need to succeed. This support can include training and mentoring, regular one-on-one meetings and team-building exercises.
Explain consequences
Clearly define the consequences of their failure to resolve the issue. This could include a formal written warning, termination with cause or another disciplinary action.
Document the warning
When documenting verbal warnings, include a summary of the conversation, the employee’s reactions and the proposed plan of action. Documenting the warning clarifies the employee’s responsibilities and provides a basis for accountability. If you opted to have a third party attend the verbal warning meeting, you can also have them sign the document as a witness.
Review their performance
Is the employee following through with the action plan? Has there been an improvement in their performance or behaviours? A performance review enables you to observe and document their progress, provide positive reinforcement where needed and ensure that the employee is being held accountable. If their performance has not improved, further disciplinary actions may be required.
What are some tips for issuing a verbal warning?
There are other things to consider when issuing a verbal warning, such as your tone, emphasis and level of consistency. Here are some helpful tips to keep in mind:
- Remain calm. No matter how the employee reacts, it is prudent that you remain calm and professional. Remaining professional helps diffuse tension and keeps the conversation constructive.
- Achieve the right balance. As a team leader, you are required to fill the role of the disciplinarian and the supporter. This requires you to effectively adopt and communicate both perspectives.
- Emphasize improvement. Remember, the goal is to help the employee improve their performance and behaviour. As such, keep the conversation constructive.
- Encourage openness. Strive to help the employee feel comfortable discussing the challenges they face and the root causes. Invite them to share freely.
- Ensure consistency. Disciplinary actions like verbal warnings must be handled fairly, with all employees treated equally.
- Act in a timely manner. Verbal warnings can be used to prevent minor issues from transforming into major ones. As such, they are an ideal form of early intervention.
What may verbal warning documentation include?
When documenting verbal warnings, you may include some key information, such as:
- date the verbal warning occurred
- names, job titles and contact information for the recipient of the warning and the supervisor issuing it
- introduction stating that the document is a written record of a verbal warning
- precise explanation of the problematic behaviours, performance issues or policies violated
- explanation of the improvements expected, including a timeline
- training and support that will be provided to the employee to facilitate the needed improvements
- repercussions and consequences for the employee if they fail to make the necessary improvements
- methods and timeline for follow-up and review
- signatures of both the employee and the supervisor (if a third party is in attendance, they can also sign as a witness; the employee will sign that they acknowledge receipt of the verbal warning)
What does a verbal warning document look like?
Following a template can prove helpful by ensuring consistency, saving time and reducing omissions or errors. Here is an example of a verbal warning template to use as a guide:
Date:
Recipient’s name:
Recipient’s title:
Office address:
Dear (recipient’s name),
This letter documents the verbal warning issued on (date). This warning was issued as your (behaviour or performance) has been unsatisfactory.
During our meeting, we discussed the following areas that require improvement:
- (Issue): (Description of issue)
- (Issue): (Description of issue)
We agreed that you will undertake the following actions to rectify this situation:
- (Describe an actionable step) (include deadline if applicable)
- (Describe an actionable step) (include deadline if applicable)
As discussed, we will require significant improvements in the area(s) of (reiterate issues). You will be expected to (describe the improvement goals and how progress will be assessed).
If you cannot achieve the above-stated improvements, further disciplinary actions may be taken, including (list possible consequences).
Please reach out if you have any questions or require assistance. As a valued employee, we look forward to working with you to rectify this situation.
Sincerely,
(Signature)
Name:
Title:
Company:
I acknowledge receipt of this verbal warning.
Employee signature:
Date:
While no one enjoys issuing verbal warnings, it is a necessary part of a leader’s role. By facilitating a productive warning meeting, properly documenting the proceedings and developing a doable improvement plan, you will be better equipped to cultivate a cohesive team that reaches both its individual and collective potentials.
