Verbal warning documentation guide and template
Documenting a verbal warning may sound counterintuitive. After all, verbal warnings are meant to be verbal and are generally less formal than an official written warning or performance improvement plan. However, a written record of verbal warnings is necessary for compliance and communication.
Below, find out how to document a verbal warning and what details need to be included. Plus, explore verbal warning templates to use for your verbal warning documentation.
What are Verbal Warnings?
Verbal warnings are a form of employee discipline involving a verbal discussion regarding poor performance or behavior issues. Common reasons for giving a verbal warning include tardiness, absenteeism, and unsatisfactory performance.
A verbal warning typically involves an overview of a recent employee performance or conduct problem and a warning that it must be corrected moving forward. They are often the initial step in the disciplinary process before moving on to more formal actions like a write-up.
It is worth noting that there are different types of verbal warnings, and they may be documented differently. An informal verbal warning may be a quick, somewhat casual conversation between a manager and an employee.
On the other hand, a formal verbal warning often occurs during a scheduled meeting or disciplinary hearing. A human resources staff member is typically involved in formal warnings.
Why verbal warnings need to be documented
If the issue continues and leads to further action, such as termination, a record of any warnings or performance-related conversations is imperative. For compliance purposes, you want a written record of every step you took in the progressive discipline process.
The documentation will also give the employee an overview of the conversation to reference later. Having that record to reflect on is great because employees often feel anxious or overwhelmed while receiving a warning, which can make it harder for them to focus on and retain everything you tell them. The document will also help them keep track of follow-up items.
Documentation is also helpful for communicating between multiple supervisors or human resources staff. Sometimes an employee reports to different supervisors, such as department managers and assistant managers, or shift leads who work on different days or overlap shifts.
Documenting verbal warnings and adding them to an employee’s file can keep everyone informed about whether an employee has already been warned about a specific behavior and what was discussed during that warning.
What to include when documenting a verbal warning
Documenting a verbal warning should be thorough but not too long. Here are the key facts to include when documenting a verbal warning.
The date that the warning was issued
For recordkeeping purposes, it’s necessary to record the date on which the verbal warning is given. There may be instances where a verbal warning is delivered in a quick, unscheduled conversation or towards the end of the day. In such cases, you may not have time to type up a formal follow-up. Similarly, you might not have the opportunity to enter a note into the employee’s record within your HR platform.
So, you should write the date that a verbal warning was given in your documentation rather than just using the date that a note was recorded within a software portal or that an email follow-up was sent. This ensures that your records are accurate and that you stick to the right timeframe that you gave the employee if there was a probationary period or follow-up timeline mentioned.
Examples of the performance or conduct concern
It’s important to provide a clear, concise explanation of what you are providing a warning for. Whenever possible, point to specific examples or data. For instance, you could reference the dates and times of late clock-ins.
Alternatively, you could cite specific comments from a negative customer survey. Additionally, highlight the performance metric where the employee is underperforming. Include this in the verbal warning and restate it in the documentation.
When documenting a verbal warning, focus on one specific topic related to the employee’s conduct. While you can include multiple instances of the same issue, such as delay or customer complaints, avoid listing unrelated grievances. Managers should keep the documentation focused and relevant to the primary concern.
The employee’s response
Allow employees to speak during the verbal warning conversation or meeting if an employee denies the conduct mentioned, document that denial.
Furthermore, if they explain their behavior or underperformance, ensure the explanation is documented.
Lastly, should the employee request mentoring or resources to aid their improvement, make sure to document that request as well.
Note that employees don’t have to agree with the allegations of misconduct for the warning to be given and documented. Consider including a disclaimer if you request their signature on verbal warning documentation.
This disclaimer clarifies that their signature merely confirms receipt of the document, not an agreement with its claims.
Furthermore, employers should establish a transparent process for appealing disciplinary actions. This process, which might include write-ups or formal verbal warnings, should be managed through human resources.
The following steps discussed and the timeframe
Summarize any next steps that you discussed with the employee. Will they be getting any additional training or are there scheduled check-ins? Provide a brief overview of any next steps you discussed, even if the next steps simply require the employee to comply with company policy to avoid added discipline.
Verbal warnings may also include a timeframe and improvement plan. Suppose you’re giving a warning for unsatisfactory performance rather than an issue with the employee’s behavior (such as attitude or attendance issues). In that case, you’ll typically want to give them a timeline for improvement.
In most cases, it will take time for employees to ramp up productivity adequately or improve their work quality, so give them at least 30 days to make a change.
Types of verbal warning documentation
Here are the three main options for documenting verbal reprimands.
Verbal warning letters
Verbal warning letters are a common option for verbal warning documentation. The letter typically includes a brief summary of the issue discussed and the steps to be taken to avoid further disciplinary action.
The employee, manager, and any HR professionals present for the meeting typically sign this letter.
One thing to make clear when delivering a verbal warning letter is that the letter just sums up the verbal warning. Employees will often see a warning letter and understandably assume that it is a written warning rather than verbal warning documentation.
Follow-up emails
Email follow-ups can serve a similar purpose to a verbal warning letter. However, emails can come across as a bit more casual and are less likely to be confused with a written warning. When composing such an email, you can follow a similar template and include the same information that you would in a verbal warning letter in the body of the email itself.
Personnel file notes
Some employers take a slightly less formal approach to verbal warning documentation by simply adding a note to the employee’s file rather than creating a formal written document. This route should only be taken for informal warnings that do not involve a disciplinary hearing.
That said, it’s still a better idea to send a written follow-up to the employee after issuing a verbal warning. The documentation gives the employee a quick reference guide to everything discussed and any steps they need to take.
Having an employee sign the verbal warning documentation or confirm receipt of it is a best practice and leaves less room for later disputes. Then, you can add a copy of the email or letter to the employee’s file.
Verbal warning documentation template
Dear [Employee Name],
This letter serves as a formal summary of the discussion that took place on [date]. It is simply intended to summarize our discussion and is not to be taken as a written warning.
During our discussion, I warned you that your performance needs to improve in the following area(s):
[Summary of problem and examples included the verbal warning]
As mentioned, you are expected to take the following actions to correct this issue and avoid further disciplinary action:
-
[Action item #1]
-
[Action item #2]
Your performance regarding [employee performance issue] will be monitored over the following [timeframe]. If improvement is not observed, further disciplinary measures may be taken.
Please let me know if you have any questions or need clarification regarding next steps.
Regards,
Supervisor Name
Supervisor Signature
By signing below, you indicate that you have received a copy of this letter.
Employee Name
Employee Signature
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