What Is a Verbal Warning?

What is a verbal warning? A verbal warning is a spoken reprimand from an employer or supervisor in a job position. It is a statement, made by a boss- usually in some formal capacity- that a particular behavior, series of behaviors or situation is not appropriate or up to par.

A verbal warning is a spoken warning that something needs to stop (as opposed to a written warning).

• A verbal warning may be given in response to all sorts of unacceptable behavior in the workplace, including tardiness, absenteeism, failure to perform assigned duties, and office gossip, among others. 
• Verbal warnings are typically given in private by a supervisor to an employee, and though the employee may be given a follow-up memo stating the things that were talked about in the meeting, the memo is usually only kept in the supervisor’s file and not in the employee’s official personnel file. 
• Most supervisors don’t relish the thought of giving a verbal warning, even though in many cases it is the most minor of disciplinary actions to be taken when an employee’s behavior is sub par.

If You Receive a Verbal Warning

Though the thought of confronting someone about inappropriate behavior can generate anxiety, this tension can be lessened if the verbal warning meeting is viewed as a chance to help an employee grow as a person and in his or her work performance, rather than as just a time to give an unpleasant and awkward reprimand. 

It can also be a time when the employee is given a chance to voice any concerns he or she may have.  Perhaps something serious is going on in the employee’s life that is affecting his or her behavior on the job; a verbal warning meeting can give the employee a chance to express such things or ask for help.

How to Give a Verbal Warning

If you are a boss that has to give a verbal warning, there are a few things to think about:

• To schedule a time to give a verbal warning, speak to the employee in private or send the person an email.  Never put the person on the spot in front of other people. 
• Before the meeting, write down exactly what the person has done to warrant the warning.  How many times has the person been late?  Which projects did she fail to complete on time?  Including specific details such as the number of times a behavior occurred and exactly to what instances you are referring is much better that being general; specific examples show the employee what has gone wrong and also makes sure you are keeping fair and accurate documentation.
• At the beginning of the meeting, ask the person how he or she is.  This shows that you genuinely care about him or her, and gives the employee a chance to share any struggles that may be pertinent to what you are about to say. 
• After listening to what the person says, tell him or her that you appreciate the good aspects of his or her work performance (assuming there are good aspects).  Most employees are not told often enough what they do well.  Then tell the person that you have concerns about whatever specific inappropriate behavior he or she has exhibited. 
• If the person asks you to clarify, give the examples that you have written down.  Stick to talking about the behaviors themselves and not the person’s character or personality. 
• Tell the person what he or she can do to improve, and if necessary, how long the person has to make the requested change(s). 
• Ask if the employee has any questions about what you are saying so that chances for misunderstanding are minimized. 
• To close the meeting, once again say something positive to the person, and tell him or her you look forward to seeing improved behavior.  And of course, if serious concerns arise during the meeting, such as a family crisis, deeper workplace problems than you realized, or other serious matters, talk with the employee and take appropriate action. 
• Take notes during the meeting, and immediately after it type up what was said at the meeting.  This ensures that you won’t forget.  Give the employee a copy and keep one in your own file.  

Now you know what a verbal warning is, as well as how to give one and how to receive one.