Verbal (informal) warning letter template
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Our Verbal Warning Letter Template facilitates prompt informal 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.
- 1 page / 117 words.
- Last updated 18/09/2025.
- Designed for United Kingdom use.
- Suitable for use in other territories; check local laws first.
- Instantly download as Word / PDF / plain text, or send by email.
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Verbal (informal) warning letter
[Sender 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
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The purpose of a Verbal Warning Letter Template is to document and formalise a verbal or informal 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.
It is usually delivered to the Employee by the Employer / HR.
It should be actioned as soon as possible after a discussion has been held, and the employee verbally warned.
Compliance
Compliance
This Verbal (informal) warning letter template incorporates relevant UK laws and HR standards, including those listed below:
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Employment Rights Act 1996: Provides guidelines on disciplinary procedures, including the right for employees to be informed verbally of disciplinary action.
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Equality Act 2010: Ensures fair treatment during the disciplinary process, prohibiting discrimination based on protected characteristics.
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ACAS Code of Practice on Disciplinary and Grievance Procedures: Offers best practices for handling disciplinary issues and ensures procedural fairness.
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Data Protection Act 2018: Ensures that employee data related to disciplinary matters is handled securely and confidentially.
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the Verbal (informal) warning letter template, to understand the workflow.
Concern about conduct letter
Our Concern about Conduct Letter Template helps address behavioural issues promptly, promoting a harmonious and professional workplace.
Disciplinary hearing invitation letter
If you are considering taking disciplinary action against an employee, issue this model disciplinary hearing invitation letter template.
Timings
Timings
Follow these best practice actions to get the most from the Verbal (informal) warning letter template, guiding you before, during, and after implementation:
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| 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 |
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Verbal (informal) warning letter template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. All of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise it for my organisation?
Yes, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
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Do I get instant access?
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
