Verbal warning template to address employee problems

Mastering the verbal warning

Employee discipline is often stressful for supervisors and employees, but it’s often a necessary part of employee development and performance management. The first step in the disciplinary process is typically a verbal warning.

Verbal warnings provide an opportunity to nip issues in the bud early on before they necessitate more formal corrective action like write-ups. They typically involve a conversation between the supervisor and employee discussing the performance or behavior issue.

If you’re a supervisor, it can be tricky to know exactly what to say to get your point across and touch on all the key pieces of information required.

The employee then has a period of stricter monitoring. During this time, the employee must limit unexcused absences.

To help your verbal warning process run smoothly, we have listed what to include in a verbal warning. We have also included some verbal warning templates to use as a script. Below, you will find how to give a verbal warning correctly.

What to include in a verbal warning

Here are the core components to include while giving a verbal warning.

A description of the behavior or performance issue

Be as clear and detailed as possible when describing the behavior or problem that has prompted the verbal warning. Cite specific dates and examples, including numerical data, when possible. This will make it harder for the employee to deny any wrongdoing or minimize the problem.

However, you should be sure to remain focused on one specific issue. A verbal warning is not the time to air all of your grievances with an employee. It should focus on one specific issue, such as attendance, insubordination, poor performance, or policy infractions.

An explanation of why the behavior is problematic

Take the time to explain why the employee’s actions are harmful or unacceptable. This may include explaining what company policy is violated and how the issue impacts the workplace.

It’s helpful to focus on how the behavior impacts others when applicable. Employees often care about their team but may not always realize that their actions negatively impact their coworkers.

Discuss issues like low productivity, absenteeism, or tardiness. Specifically, explain how the employee’s actions affect their peers. Their actions create added stress for peers. Consequently, peers must pick up the slack. In addition, they take on added duties or workloads.

What is expected of the employee going forward

Tell employees what you want from them. This may be as simple as ongoing adherence to a company policy, such as arriving on time daily or meeting dress code expectations for every in-person work day going forward.

In other instances, employees may be expected to meet a specific performance metric, such as a sales quota, customer satisfaction rating, or productivity goal.

Improvement timeline and planned follow-up

Let the employee know if you’re setting a time period or deadline for improvement. Sometimes, this is used as an informal probationary period.

For example, an employee might receive a warning for excessive absenteeism. Consequently, the employee is subject to stricter monitoring and must limit unexcused absences during this time.

Managers can also include any other follow-up items, such as weekly check-ins, additional training, or other activities that will occur to help the employee improve their conduct or performance.

Finally, explain that additional steps or discipline may occur if the employee does not improve or if additional policy violations occur.

Some words of encouragement

Your verbal warning must be firm, but that doesn’t mean it must be wholly negative. Try to slip in some words of encouragement or support somewhere in your message. This may be an acknowledgment that you appreciate the employee’s work.

You can end the warning on a positive note. In other words, you can express your belief in their ability to succeed and offer your support. This encouragement can help them achieve their performance goals.

Sample verbal warning templates

Verbal warnings can be more informal than written warnings. As a result, managers should adjust their approach and wording. This adjustment should fit their communication style, the company’s culture, and the employee receiving the warning.

However, it can be a bit intimidating to enter a verbal warning meeting without a clear script, especially if you’re a new manager or simply haven’t had to give one before.

Feel free to use the verbal warning templates below as a starting point and customize them to fit the specific incident(s) at hand.

Verbal warning for tardiness sample script

Hi [Employee Name],

I noticed that you arrived 22 minutes late for work yesterday. Your expected start time is [scheduled time], and we count on you to show up on time and be ready to work. Over the last [time period], you’ve been tardy [number] of times, and it’s caused disruptions in our morning operations.

On [number] of these occasions, you did not call or text to let me or another supervisor know that you would be late. In [company name]’s attendance policy, you must contact your supervisor if you anticipate arriving late.

I appreciate all of your hard work here, but it’s essential that you start showing up on time each day. I expect you will arrive by your designated start time every day. Please contact me proactively if you are running late due to something outside your control.

Continued tardiness and failure to follow the established attendance protocols may result in further disciplinary action. If your attendance has not improved, we will reevaluate this issue in 30 days and discuss additional measures.

Verbal warning for unsatisfactory job performance

Hello [Employee Name],

You have not been meeting performance expectations over the past [time period], and it is negatively impacting the business. You are expected to [performance expectation or metric], but over the past [number] months, your performance has failed to meet that expectation. This is a crucial part of your job responsibility, and failure to improve in this area could lead to disciplinary action, up to and including potential termination.

You’re an important team member, and I truly value your contributions. Let’s work together to find ways to improve your performance. I’m here to support you and am happy to provide any additional training or resources needed to meet your performance goals.

Let’s meet weekly over the next 60 days to check in and work on meeting your performance targets. Then, we can reassess the situation and decide if further disciplinary or support measures are needed.

What is a verbal warning letter?

As the name suggests, verbal warnings are intended to be given verbally. However, many companies follow verbal reprimands up with a letter or email message summarizing the key points discussed during the verbal warning meeting or conversation.

This document records the employee warning in the staff member’s personnel file. It’s also helpful for the employee to refer to if they need to refresh their memory on anything that was discussed.

A verbal warning is usually the first step in the disciplinary process. It may lead to additional measures. These measures may include termination of employment.

Therefore, supervisors and human resources staff must keep clear records of these interactions. Below is a template for a verbal warning follow-up letter.

Verbal warning letter template

Date
Employee Name
Job Title
Company Name

Dear [Employee Name],

This letter summarizes our meeting on [date] at [time and/or location]. It is meant to reaffirm our discussion’s contents rather than act as a formal written warning.

During our discussion, I advised you that your performance needs to improve in the following areas:

1. [Summary of problem and key discussion points from the verbal warning]

We established that the following actions must be taken to correct this issue and avoid further disciplinary action:

1. [Action item 1]

2. [Action item 2]

As discussed, a follow-up meeting will be scheduled for [number] days. At this time, I expect to see an improvement in your [employee performance issue].

Please let me know if you have any questions or if there is anything I can do to help support you.

Sincerely,

Supervisor Name
Supervisor’s Signature

By signing below, you indicate that you have received a copy of this letter.

Employee Name
Employee’s Signature

More resources:
Written warning template for employee discipline
Verbal warning documentation guide and template
Workplace etiquette: The ultimate guide to professionalism