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Verbal warning letter

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Our Verbal Warning Letter Template facilitates prompt resolution of performance issues, ensuring clear communication and promoting improvement.

This document allows the employer confirm a verbal warning, and to specify the exact misconduct and the improvement timescale to the employee.

An informal verbal warning is often all you need to improve an employee’s conduct or performance.

Reading time
How long to understand and implement this letter?
5 mins
Word count
How many words in this letter?
109
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What is a Verbal warning letter?

The purpose of a Verbal Warning Letter Template is to document and formalize a verbal warning given to an employee for their performance or conduct issues.

The letter serves as a written record of the verbal warning, outlining the specific concerns and expectations for improvement. It aims to communicate the seriousness of the issue and provide the employee with an opportunity to rectify the problem. The letter also serves as evidence in case further disciplinary actions are necessary.

It promotes clear communication between the employer and employee, fostering a fair and transparent disciplinary process.

Best practice timescale for this to be issued
When should this letter be issued?
As soon as possible after a discussion has been held, and the employee verbally warned
Issued by who, to whom
Who should issue this letter, and to whom?
The Employer (you) to the Employee
Applicable legal jurisdictions
In which jurisdictions can this letter be used?
Great Britain & NI (United Kingdom), Worldwide

How can I ensure that this letteris executed effectively?

Step Description Responsibility Timing
1 Identify the performance issue or misconduct incident requiring a verbal warning. HR Ongoing monitoring
2 Collect necessary evidence and information to support the verbal warning. Supervisor As it accumulates
3 Prepare a Verbal Warning Letter outlining the concerns. HR Before meeting
4 Arrange a private meeting with the employee to discuss the lateness issue.  Supervisor When required
5 During the meeting, explain the reason for the verbal warning, discuss the impact, provide guidance for improvement, and provide a copy of the letter. Supervisor 3 working days after incident

What legislation and best practice guidelines have been taken into account in the development of this template?

United Kingdom

  • Employment Rights Act 1996: Provides guidelines on disciplinary procedures, including the right for employees to be informed verbally of disciplinary action.

  • Equality Act 2010: Ensures fair treatment during the disciplinary process, prohibiting discrimination based on protected characteristics.

  • ACAS Code of Practice on Disciplinary and Grievance Procedures: Offers best practices for handling disciplinary issues and ensures procedural fairness.

  • Data Protection Act 2018: Ensures that employee data related to disciplinary matters is handled securely and confidentially.


Other territories

Consult your jurisdiction's employment legislation or labor laws to ensure compliance with the template. Review the language for local precision.

Verbal warning [Delete this line]

[Company name]

[Sender address]

 

[date]

[Recipient name]

[Recipient address]

 

Dear [Recipient first name],

 

Notice of Verbal Warning

I refer to our informal meeting of [date]. I am writing to confirm the decision taken that you be given a verblal warning under the Company Disciplinary Procedure.

This warning will be placed in your personal file but will be disregarded for disciplinary purposes after a period of [number] months provided your [conduct improves | performance reaches a satisfactory level].

  1. The nature of the unsatisfactory [conduct | performance] was [enter details].
  2. The [conduct | performance] improvement expected is [enter details].
  3. The timescale within which the improvement is required is [enter weeks / months].
  4. The likely consequence of further misconduct or insufficient improvement is a First Written Warning.

You have the right of appeal against this decision. Your appeal should be directed to [Name | the HR Department | HR Services] within [number] days of receiving this letter. It should set out in full the reason(s) for your appeal.

 

Yours [faithfully | sincerely],

 

 

[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]

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verbal warning letter