What Is a Verbal Warning at Work?

What Is a Verbal Warning?

A verbal warning is an informal disciplinary action where a manager verbally informs an employee that their performance or conduct doesn’t meet workplace standards. Despite being delivered verbally, it should be documented in writing and typically represents the first step in progressive discipline. Verbal warnings serve as corrective coaching rather than punishment, giving employees clear notice that behavior needs improvement while providing opportunity to correct issues before escalation to written warnings, suspension, or termination.

Key takeaways

• Use for first or minor issues; hold the conversation privately and respectfully.
• Document date, behavior, expectations, and follow‑up to create a record.
• Set review timelines and escalate to written warning if behavior persists.
• Related: Disciplinary infractions and employee code of conduct.

Organizations with clear progressive discipline policies see 30% fewer wrongful termination claims and 25% faster issue resolution (SHRM).

When Should You Issue a Verbal Warning?

Use for first-time minor infractions (tardiness, minor workplace behavior issues, dress code violations), correctable performance issues (missed deadlines, quality errors, productivity gaps), attendance patterns (late arrivals, excessive absenteeism, frequent call-offs), and inappropriate conduct (unprofessional language, coworker conflicts, excessive phone use).

Skip for serious misconduct, safety violations, illegal activities, gross insubordination, or repeat issues—escalate instead.

How Do You Deliver an Effective Verbal Warning?

Prepare: Gather dates, times, witnesses, documentation. Review policies and identify exact behaviors needing change.

Choose the Right Setting: Private, adequate time, neutral location, calm emotions.

Use DESC Framework:

• D - Describe: Specific behavior objectively. “You arrived 20 minutes late Monday, Wednesday, and Friday.”
• E - Express: Impact on team/operations. “Late arrivals force teammates to cover, reducing their productivity.”
• S - Specify: Clear expectations. “Arrive by 9:00 AM for every scheduled shift.”
• C - Consequences: Next steps. “Continued tardiness results in written warning.”

Focus on Behavior: Say “You missed three deadlines” not “You’re unreliable.”

Listen: Ask for perspective—legitimate explanations may inform next steps.

Document Immediately: Within 24 hours, record date/time, issue with examples, expectations/timeline, employee response, consequences, agreed support.

What Should You Document?

Include employee name/position, date/time, specific issue with examples, policy violated, impact, expectations/timeline, consequences, employee response, manager signature. Use HR forms or templates. Store in personnel/disciplinary files. Retain 1–2 years per state laws; remove after sustained improvement.

Common Mistakes to Avoid

No Documentation: Always document—without records, no proof or defense. Vague Language: Be concrete (“Respond within 24 hours” not “Improve attitude”). Delayed Action: Address within days—delays suggest acceptance. Showing Anger: Remain calm—anger makes employees defensive. Inconsistent Application: Apply discipline consistently—inconsistency invites claims. Favoritism: No extra chances for favorites.

Legal Considerations

At-Will vs. Progressive Discipline: U.S. employment typically at-will, but handbook policies must be followed consistently. Protected Classes: Never base warnings on protected characteristics; document specific issues. Disability Accommodations: Verify no ADA accommodation needed before warning for attendance/performance. Union Contracts: Review collective bargaining agreements for procedures. Documentation: Proper records defend against wrongful termination, discrimination, unemployment claims.

Progressive Discipline Steps

1. Verbal Warning: First step for minor/first-time issues. Documented informal coaching.
2. Written Warning: Second step or first for serious issues. Formal documentation.
3. Final Written Warning/Suspension: Third step indicating imminent termination. May include unpaid suspension.
4. Termination: Final step when warnings don’t produce improvement.

Not all issues require all steps. Serious misconduct may skip to written warning or termination.

Escalate when same issue continues (30–90 days), new related violations occur, or improvements are temporary. Allow 30–90 days for performance, 2–4 weeks for behavior.

Best Practices for Managers

Train managers on conversations, documentation, legal considerations, policies. Frame as coaching opportunities. Offer support (training, shadowing, flextime, EAP). Schedule progress reviews. Maintain confidentiality. Apply standards consistently.

Impact on Employees

Active warnings (6–12 months) may affect reviews, raises, promotion eligibility. Continued issues despite warnings make termination appropriate. Proper warnings improve morale by showing fairness; failing to address issues damages high-performer morale.

Verbal Warning vs. Coaching

Verbal Warning: Formal discipline, documented, has consequences, creates paper trail. Coaching: Informal development, skill-building, not in disciplinary records. Warnings correct violations; coaching develops skills.

The Bottom Line

A verbal warning is informal disciplinary action informing employees performance or conduct doesn’t meet standards. Document specifics: issue, expectations, timeline, consequences.

Use for first-time or minor infractions, correctable performance, attendance, inappropriate conduct. Skip for serious issues (harassment, safety violations, illegal activities) or repeat violations.

Deliver effectively: prepare examples, meet privately, use DESC framework (Describe, Express, Specify, Consequences), focus on behavior not character, listen, document immediately.

Progressive discipline: verbal → written → final/suspension → termination. Escalate when issues continue after 30–90 days.

Try ShiftFlow’s performance management tools to track disciplinary infractions and maintain consistent practices.

Sources

• Society for Human Resource Management – Progressive Discipline Policy
• U.S. Equal Employment Opportunity Commission – Discrimination Laws
• National Labor Relations Board – Employee Rights

Further Reading

• Disciplinary Infractions Guide – Managing workplace violations
• Workplace Behavior Standards – Setting conduct expectations
• Employee Empowerment Strategies – Building accountability culture
• Absenteeism Management – Addressing attendance issues
• Call-Off Management – Handling last-minute absences

Frequently Asked Questions

What is a verbal warning?

A verbal warning is an informal disciplinary action where a manager verbally informs an employee that their performance or conduct does not meet workplace standards. Despite being delivered verbally, it should be documented and typically represents the first step in progressive discipline.

Does a verbal warning need to be documented?

Yes. While delivered verbally, managers should document the conversation including date, issue discussed, expectations communicated, and employee response. This documentation protects both parties and establishes a paper trail for progressive discipline if needed.

When should you give a verbal warning versus a written warning?

Use verbal warnings for first-time minor issues, correctable behaviors, or performance problems that don’t pose immediate safety or legal risks. Use written warnings for repeated issues after verbal warning, serious misconduct, safety violations, or when immediate formal documentation is required.

Can you terminate an employee after a verbal warning?

In at-will employment states, employers can terminate after any warning. However, following progressive discipline (verbal, written, final warning, termination) reduces legal risk, demonstrates fairness, and helps defend against wrongful termination or discrimination claims.

How long does a verbal warning stay on record?

Most organizations retain verbal warning documentation for 1–2 years. Some remove it from active files once the employee demonstrates sustained improvement and the retention period expires. Check your company policy for specific retention requirements.

What should be included in verbal warning documentation?

Include employee name, date and time of conversation, specific issue with examples, policy violated, expectations communicated, improvement timeline, consequences if behavior continues, employee response, and manager signature.