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.
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Why this letter is necessary
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.
Compliance notes
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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.
Workflow sequence
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Implementation timeline
| 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 |
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Specifications
5 mins
109 words, 1 page A4
1 November 2024
[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].
- The nature of the unsatisfactory [conduct | performance] was [enter details].
- The [conduct | performance] improvement expected is [enter details].
- The timescale within which the improvement is required is [enter weeks / months].
- 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]
[For, and on behalf of [Company name] ]
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