Written Verbal Warning

A verbal warning is usually the first step in a disciplinary action procedure. A written verbal warning goes into the employee's personnel file and starts the documentation of disciplinary action. This is important to keep track of in case further disciplinary action is needed.

How to write a warning letter to your staff?

When you noticed that an employee is not respecting the procedures and rules prescribed by the company for their staff while carrying out their duties at the workplace, it's important to give a verbal and written warning. More specifically, when you find staff in violation of guidelines for Employees at Work Handbook, which was handed over to you during their onboarding procedure, they need to be properly informed and it must been registered in your HR systems.
Writing tips on how to issue a verbal warning to employees:

1. It is always best to discuss issues with employees in a private room or video call, rather than in a public space. This will help to ensure that the conversation is confidential and that the employee feels comfortable discussing sensitive topics.
2. You need to be clear about what the issue is before you can take any further steps.
3. You need to make some changes. You're not operating at peak efficiency and something needs to be done about it.
4. You need to give me a timeframe for when you will correct the situation. I need to know that you are taking this seriously and that you will make things right.
5. Then you state the type of consequence you're going to give
6. Last is to provide support to the employee for a change

Sample sentences are written with a verbal warning:

Below is provided a sample template. You can download it and use it after making changes as per your requirements and criteria. We are not only providing you tips, but also a sample template that you can use after certain edits. Here is a sample letter for your guidance:

Dear Sir/Madam {{Name}},

Further to our meeting on {{date}}, which was held to discuss your conduct, I write to summarize our discussion and confirm the outcome. {{name}} was also present at the meeting You were accompanied at the meeting by {{add name}} or {{chose not to be accompanied at the meeting}}. I explained to you the Company’s dissatisfaction with your conduct. You will recall that we discussed {{state the precise nature of the misconduct or of the complaint and include references to any previous discussions}}. You said in response that {{summarize what the individual said in their defense}}. I informed you that we required you to {{[state the improvement required, how this might be achieved and any assistance that will be provided}}. Your conduct will be closely monitored over the next {{timescale}} and a review will take place on {{date}}, the “review date” This letter confirms that, in accordance with the Company’s discipline procedure, you were given a verbal warning. A note of this warning will be kept on file but will be considered “spent” for disciplinary purposes after a period of {{Number}} months. Should your conduct not meet the required improvement by the review date or if, while this warning is live, there is any {{further misconduct / cause for complaint}} of a similar nature, further disciplinary action will be taken, which could lead to you receiving a written warning. In line with Company procedures, you have the right to appeal against this decision. If you wish to do so, you should write to {{name and title of person who will deal with the appeal}} at {{address}} within {{Number}} working days of receiving this letter, detailing the grounds for your appeal.

Yours sincerely,

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