Verbal warning: Overview, definition, and example
What is a verbal warning?
A verbal warning is an informal disciplinary action taken by an employer to address an employee’s behavior or performance that does not meet company standards or expectations. It is typically the first step in a progressive discipline process and involves a conversation between the employee and their supervisor or manager. During the meeting, the supervisor explains the issue, offers feedback on how the employee can improve, and makes it clear that further action may be taken if the behavior or performance does not improve.
Verbal warnings are generally used for minor infractions or issues that can be corrected through discussion and guidance. While they are not formal written documentation of a violation, they serve as a record of the conversation and provide an opportunity for the employee to improve their conduct or performance without facing more severe consequences.
Why is a verbal warning important?
A verbal warning is important because it gives the employee a chance to address any issues before they escalate into more serious problems. It allows employers to communicate concerns, set clear expectations, and offer guidance on how to improve performance or behavior. A verbal warning can help prevent further misconduct or underperformance by giving the employee an opportunity to correct their actions without facing the immediate threat of formal disciplinary measures.
For employers, issuing a verbal warning is an effective way to manage minor issues while keeping the workforce productive and engaged. It can also help protect the company from legal risks by providing a documented, though informal, step in the progressive discipline process, showing that the company made an effort to address issues before resorting to more severe consequences.
Understanding a verbal warning through an example
Imagine an employee who has been consistently late to work. The supervisor schedules a private meeting with the employee to discuss the issue. During the meeting, the supervisor issues a verbal warning, explaining that punctuality is a critical part of the employee’s responsibilities and offering advice on ways to improve time management. The supervisor makes it clear that this is the first step in the discipline process and that further tardiness may result in additional actions, such as a written warning.
In another example, an employee is not meeting sales targets. The supervisor schedules a meeting to provide feedback, and the employee is given a verbal warning. The supervisor discusses how the employee can improve performance and outlines the expectations moving forward, offering support and training as needed. The warning serves as a formal reminder of the company’s expectations while giving the employee an opportunity to improve before more formal disciplinary steps are considered.
An example of a verbal warning clause
Here’s how a clause related to a verbal warning might appear in an employee handbook or disciplinary policy:
“A verbal warning may be issued to an employee for minor violations of company policies or expectations. This warning will be documented informally in the employee's file and discussed during a private meeting between the employee and their supervisor. The employee will be informed of the issue, expected improvements, and potential consequences for continued non-compliance.”
Conclusion
A verbal warning is an important tool for managing employee behavior and performance in a constructive and informal manner. It provides employees with feedback and an opportunity to correct issues before they escalate, while also protecting the employer by maintaining clear communication and offering a documented first step in the disciplinary process. A verbal warning helps maintain a positive work environment by encouraging improvement without resorting to formal discipline.
This article contains general legal information and does not contain legal advice. Cobrief is not a law firm or a substitute for an attorney or law firm. The law is complex and changes often. For legal advice, please ask a lawyer.