Verbal Warning At Work – What Is It & What You Should Do
In the workplace, informal verbal warnings are often the first step in a structured disciplinary process, aimed at addressing issues before they escalate to written warnings and further disciplinary action. Understanding the purpose and procedure of a verbal warning is crucial for both employees and managers, as it sets the foundation for fair and transparent communication. HR professionals or legal advisors typically draft these warnings, ensuring they align with employment law and are a fair disciplinary procedure.
According to the Advisory, Conciliation and Arbitration Service (ACAS), verbal warnings are an essential part of a fair disciplinary framework, providing a chance for correction without immediate severe consequences.
Get Expert Advice on Workplace Procedures – Speak To Our Team Today
What is a Verbal Warning?
Let’s first make sure we understand exactly what a verbal warning is.
Definition of a Verbal Warning
A verbal warning is an official notice given to an employee to address and correct specific behaviours or performance issues. It’s an essential step in the disciplinary process, designed to provide clear feedback without imposing immediate, more severe penalties. Workplace policies typically outline that a verbal warning serves as a formal record of concerns, with the aim of helping the employee improve. As ACAS explains,
“If the misconduct or performance issue was found to be small and not serious, the employer might just have an informal talk with the employee. Your organisation might call it a ‘verbal warning’.”
This approach cultivates understanding and allows the employee an opportunity to address the issue constructively.
Formal Verbal Warning vs Informal Verbal Warning
In many workplaces, verbal warnings can be either formal or informal, with key differences between the two. An informal warning is typically given for minor issues and serves as a gentle reminder to help the employee adjust their behaviour or performance without recording it on their formal employment record. On the other hand, a formal verbal warning is documented with a verbal warning letter and follows a structured process as outlined in company policy. This formality helps ensure consistency and transparency across the organisation. This may also be known as a verbal and written warning.
Common Reasons for Receiving a Verbal Warning
A verbal warning is often issued to address common workplace issues before they escalate. It’s a way for employers to guide employees towards improvement while keeping the process constructive and fair.
Here are some common reasons for receiving a verbal warning:
- Performance issues: Not meeting the expected standards of work quality or productivity.
- Attendance problems: Frequent lateness, unauthorised absences, or extended breaks.
- Misconduct: Inappropriate behaviour, disrespect towards colleagues, or not following workplace policies.
By addressing these issues promptly, employers can help foster a productive and respectful working environment.
The Verbal Warning Procedure
Now that we’ve clarified exactly what verbal warnings are, let’s dive into the typical procedure.
Issuing a Verbal Warning
When an employer needs to issue a verbal warning, a structured process ensures clarity and fairness for both parties involved. Here’s a typical step-by-step procedure:
- Identify the Issue: The process starts by pinpointing the specific concern, such as lateness, underperformance, or inappropriate behaviour. Managers should ensure the issue aligns with company policies on conduct or performance expectations.
- Schedule a Meeting: It’s essential to hold a private meeting, providing a neutral space where the manager can discuss the issue directly with the employee. This setting allows for open dialogue and maintains confidentiality.
- State the Concerns Clearly: During the meeting, the manager should explain the issue in specific terms, using examples where possible. According to HR best practices, this approach minimises misunderstandings and gives the employee a clear understanding of the concern.
- Allow the Employee to Respond: The employee should be given a chance to share their side of the story. This promotes a fair process and helps the manager understand any underlying reasons for the issue.
- Outline Expected Improvements: The manager should provide specific steps or goals for improvement, ensuring that expectations are realistic and achievable. Clear timelines may also be helpful.
- Document the Warning: After the meeting, it’s advisable to keep a record of each verbal warning, noting the issue discussed, employee response, and improvement expectations. This documentation is not punitive but serves as a reference if further issues arise.
- Follow-Up: Regular follow-up is essential to support the employee’s progress. By checking in periodically, managers can offer additional guidance and recognise improvements, fostering a supportive atmosphere for growth.
Following this structured process ensures that verbal warnings remain professional, consistent, and constructive, giving employees a fair opportunity to make necessary changes.
Employee Rights and Expectations
During a verbal warning, employees have the right to understand the issue, express their perspective, and be treated respectfully. UK employment laws, such as those outlined by ACAS, support fair treatment in disciplinary matters, ensuring transparency and consistency.
In the meeting, employees can expect to hear clear explanations, such as: “We’re here to discuss specific concerns about recent attendance issues.” Managers may also say, “Our goal is to help you succeed in your role, so let’s outline some steps for improvement together.”
Employees should also be informed of the actions required to address the issue and given a fair opportunity to meet these expectations. Morever, it’s important for the employee to know that a verbal warning does not immediately lead to harsher actions; instead, it’s a chance for constructive feedback. Understanding this process can empower employees to take proactive steps, reinforcing a culture of mutual respect and growth.
How to Respond When You Receive a Verbal Warning
The first verbal warning at work is far from the end of the road. With the employee’s record intact, they have a chance to amend their conduct in the future. This all starts with how they react to receiving such a warning.
Staying Calm and Professional
If an employee fails to control their emotions, they could risk more severe disciplinary measures.
Here are some key points from MindTools on Active Listening:
- Focus fully on the speaker: Avoid distractions, maintain eye contact, and show that you’re present in the conversation.
- Show that you’re listening: Nod occasionally, smile, and use small verbal affirmations like “I see” or “Go on” to encourage them.
- Defer judgment: Listen without interrupting or jumping to conclusions, and wait until they’ve finished before responding.
- Respond appropriately: Reflect on what’s been said, ask clarifying questions if needed, and summarise to ensure you understand their points fully.
By actively engaging in this way, you demonstrate respect and a willingness to understand, which is invaluable in a professional setting.
Asking Questions
Start by listening actively, then ask open-ended questions like, “Could you give an example of when this issue occurred?” or “What specific steps would you recommend I take to improve?”
This approach helps you gather clear, actionable guidance and highlights any specific areas the manager wants you to focus on. Questions like “How will we track my progress?” allow you to set a constructive plan for improvement. This approach reassures both you and your employer that you’re committed to positive change.
By asking questions thoughtfully, you can build a clearer path forward, transforming a verbal warning into an opportunity for growth and stronger workplace relationships.
Actions to Take After Receiving a Verbal Warning
Once you’ve received your verbal warning, there are several useful actions that you can take.
Addressing Issues Raised in the Warning
- Reflect on the feedback: Identify the specific areas for improvement highlighted in the verbal warning.
- Create an actionable plan: Break down your goals into manageable steps to address each concern.
- Focus on practical adjustments: For issues like attendance, consider setting reminders or adjusting your routine to ensure punctuality.
- Review your progress regularly: Self-assessment helps keep you on track and reinforces your commitment to improvement.
Documenting and Tracking Your Improvements
Documenting your progress after receiving a verbal warning is a valuable way to demonstrate commitment and accountability. Start by keeping a record of the steps you’re taking to address the issues, whether it’s through a journal, digital notes, or a simple tracking template. Regularly updating this record allows you to monitor your progress over time and clearly see improvements.
Tools like Excel or project management apps can help organise and visualise your progress. By maintaining these records, you’ll have tangible evidence to show your dedication to improvement, making future discussions with your manager more constructive and transparent. A verbal warning document acts as a pledge for improvement.
Seeking Support if Needed
After receiving a verbal warning, seeking support can make a real difference in addressing the issues raised. Don’t hesitate to utilise available resources, such as speaking with HR for guidance or clarifying workplace policies. Mentoring can also be invaluable—having a trusted colleague or manager provide feedback and encouragement can boost your confidence and help you stay on track. Finally, consider any training programmes offered by your company that could improve your skills.
Common Mistakes to Avoid After Receiving a Verbal Warning
We’ve talked in detail about how to receive a verbal warning. So here’s a couple of things that you should definitely not be doing.
Denial or Defensiveness
Reacting with denial or defensiveness after a verbal warning can create unnecessary tension and may even harm your professional relationships irreparably. When you respond defensively, it often signals resistance to feedback, making it harder for your manager to engage in a constructive discussion. Denial, on the other hand, can prevent you from recognising areas for genuine improvement, potentially leading to repeated issues down the line.
Retaliating or Involving Colleagues
Retaliating or involving colleagues can escalate tensions and disrupt team morale, making the situation more challenging to resolve. This could result in a disciplinary hearing and further action. Sharing workplace issues may also undermine trust and confidentiality. Instead, focus on addressing the feedback directly with your manager if needed, keeping discussions constructive.
Drop us a line if you’re worried about falling into these common pitfalls after receiving a verbal warning. The HR Consultants are ready to be a helpful sounding board to get you back on track.
Frequently Asked Questions
Here are some questions people want answered about getting a verbal warning at work.
Can I refuse to accept a verbal warning?
Refusing a verbal warning is generally discouraged, as it can create tension in the workplace. A constructive approach is to calmly discuss any disagreements with your manager, expressing your perspective professionally. This shows openness to feedback, reinforcing your commitment to improvement and forging a positive work environment. If you are in the wrong, this refusal could lead to formal disciplinary action.
How long does a verbal warning stay on record?
A verbal warning typically stays on record for 3 to 6 months, depending on company policy. This timeframe allows employees an opportunity to improve or get a formal warning should they offend again. After this period, it may be removed if progress is evident, supporting a fair and constructive approach to workplace development.
What should I do if I feel the verbal warning was unfair?
If you feel a verbal warning was unfair, calmly discuss your concerns with your manager, providing specific examples or evidence. Request clarification on the feedback to ensure mutual understanding. This professional approach can help resolve misunderstandings and reinforces your commitment to constructive communication in the workplace.