What Is a Verbal Warning Letter?
A verbal warning letter is a document that an employer gives to an employee for reasons of poor performance, lateness, constant lateness, attendance problem, insubordination, and others.
How to Write a Verbal Warning Letter?
According to a research and advisory company, Gartner, Inc., they say that around 60% of misconduct in the workplace fails to be reported. Reported or not, misconduct in the workplace is a common problem. As an employer, it's essential to keep law and order in the workplace. It's your responsibility to reprimand the employees who are not doing well. To do that, you can send them verbal warning letters to lessen their negative actions. Write a simple letter of warning reading the tips below.
1. Keep It Formal
In writing any business letter, it's essential to maintain a formal tone. A formal tone will show that you are impartial and professional. This style of writing will not show disrespect toward the employee.
2. Write What You've Discussed
Mention in this employee letter the information you've discussed during your meeting. You also have to state your problem with the employee like punctuality, for instance. You also have to say what he or she should do about it. This is crucial for the documentation process.
3. Mention Other Important Details
In your formal letter, make sure that you include other essential details like how long the verbal warning stays in the employee file. You can also add some information on the employee's evaluation to help him/her improve their performance.
4. Include Consequences
Lastly, don't forget to write in the sample letter the consequences the employee will face if he or she fails to do what you both have agreed on. This way, the employee will be cautious and will not be surprised by what may happen if he/she doesn't adhere to the rules.
Should you document a verbal warning?
Yes, you should document a verbal warning. By doing this, you will have data about your attempt to help the employee. However, you should separate the warning from the employee's file unless the employee is not improving at all or when you need to terminate the person.
Can you refuse a verbal warning?
It depends. If you did the wrongdoing, it's your job to sign accept and sign it. However, if you didn't, or there is inaccuracy in the verbal warning, then you may not sign it. You can send a letter stating that you contradict the warning as your response.
Can you skip a verbal warning?
Yes, you can, especially if the employee's violation is serious enough. Then, you can disregard the verbal warning and go ahead and write a warning letter.
What is the difference between a verbal warning and a written warning?
A verbal warning is a letter that your employer will give you if you violated rules or did misconduct. On the opposite, a written warning is more serious than a verbal warning because your employer will provide it to you if you did not improve from the first warning.
What is the progressive discipline process?
This is a process that helps an employee know that he or she can improve even when there are problems in his or her performance. You can have this if you fell short in improving even when your employer gave you a chance to improve.