Verbal warning emails are an essential tool to maintain professionalism and discipline in the workplace. Without clear communication, it can be challenging to address issues such as underperformance, misconduct, or behavior that is not aligned with company standards. However, crafting an effective verbal warning email can be a daunting task, especially for those who are new to management roles or are not confident in their writing skills.
To help you overcome this challenge, we are sharing verbal warning email samples that you can use as a template and edit as needed for your specific situation. These samples have been crafted by experienced managers and HR professionals and are designed to provide a clear and concise message that highlights the issue at hand while maintaining a professional tone.
In this article, we will explore the importance of verbal warning emails and provide practical examples of how to draft them effectively. By the end, you will have a better understanding of how to communicate expectations to your team members and address any issues that may arise. With the right tools and guidance, you can become a confident and effective manager who is capable of handling any situation with grace and professionalism.
The Best Structure for a Verbal Warning Email Sample
If you are a manager or supervisor in an organization, one of the most difficult tasks you may be required to do is to issue verbal warnings to employees. While some managers may prefer to issue verbal warnings in person, it is sometimes necessary to put your warning in writing.
To ensure that your verbal warning email is clear and effective, it is essential to follow a specific structure. Here are some tips on how to structure your verbal warning email:
1. Begin with a Clear Introduction
The introduction of your email is essential because it sets the tone for the entire message. Start by greeting the employee in a polite and professional manner. You may also want to mention the specific incident or behavior that led to the verbal warning.
For example, you could start your email with something like this:
Dear [Employee’s Name],
I am writing to follow up on our recent conversation regarding your behavior at work. During the meeting, we discussed how your conduct has been affecting your colleagues and the overall performance of the team. As a result, I am issuing this verbal warning to you as a formal reminder of our expectations of employee conduct at [Company Name].
2. State the Problem Clearly and Concisely
After introducing the reason for the verbal warning, it is essential to provide an explanation of why the employee’s behavior or conduct is unacceptable. Be clear and concise when explaining the problem and ensure that the employee understands the issue at hand.
You could use a statement like this:
The specific behavior that led to this warning was [State the behavior]. This conduct is unacceptable and goes against the values of our company. It has also negatively impacted the productivity of the team and has caused disruption in the workplace.
3. Provide a Solution or Expectation for Improvement
After stating the issue clearly, it is essential to provide a solution or expectation for improvement. This will help the employee understand the steps required to resolve the situation and improve their work performance.
You could use a statement like this:
In order to avoid this type of behavior in the future, I expect you to [State the expectation for improvement]. This will help you improve your work performance and become a more valuable member of the team. I will follow up with you in [Specify the timeframe] to ensure that you are meeting these expectations.
4. End with a Positive Note
It is always helpful to end your verbal warning email on a positive note. Offer support to the employee and let them know that you are confident that they can improve their work performance.
You could use a statement like this:
I understand that receiving a verbal warning can be difficult, but I want to assure you that my goal is to help you improve your work performance and become a valued member of our team. If you have any questions or concerns, please do not hesitate to reach out to me.
Creating a well-structured verbal warning email can be challenging, but by following the above steps, you can ensure that your message is clear, effective, and professional.
7 Verbal Warning Email Samples for Different Reasons
Verbal Warning for Absenteeism
Dear [Employee Name],
I hope this email finds you well. I wanted to bring to your attention that your frequent absences have become a concern for our team. It is important that you understand the impact that your absence has on your fellow employees as well as the company’s productivity.
I understand that unforeseen circumstances may arise, but it is important that you communicate with your supervisor as soon as possible if you are unable to attend work. Failure to improve your attendance will result in further disciplinary actions.
Thank you for your understanding and cooperation.
Best regards,
[Your Name]
Verbal Warning for Poor Performance
Dear [Employee Name],
I hope this email finds you well. It has been brought to my attention that the quality of your work has been inconsistent and below our expectations. We have invested a significant amount of time and resources into your training, and it is important that you take the necessary steps to improve your performance.
I encourage you to take the time to review your work and seek feedback from your supervisor regularly. Failure to improve your performance may result in further corrective actions.
Thank you for your attention to this matter.
Best regards,
[Your Name]
Verbal Warning for Tardiness
Dear [Employee Name],
I hope this email finds you well. It has come to my attention that you have been arriving late to work consistently. Punctuality is crucial to the success of our team and company, and it is important that you understand the impact your tardiness has on our operations.
Please make the necessary adjustments to ensure that you arrive at work on time. Further instances of tardiness may result in disciplinary actions.
Thank you for your cooperation.
Sincerely,
[Your Name]
Verbal Warning for Violation of Company Policy
Dear [Employee Name],
I hope this email finds you well. It has been brought to my attention that you have violated our company policy. Such behavior is unacceptable, and it is important that you understand the seriousness of your actions.
Please familiarize yourself with our company policies and make sure that you comply with them. Failure to do so may result in further disciplinary actions.
Thank you for your understanding.
Best regards,
[Your Name]
Verbal Warning for Insubordination
Dear [Employee Name],
I hope this email finds you well. It has been brought to my attention that you have displayed disrespect towards your supervisor. Insubordination is a serious violation of our company’s code of conduct and will not be tolerated.
Please take the necessary steps to show respect towards your supervisor and follow their instructions. Further incidents of insubordination may result in disciplinary actions.
Thank you for your attention to this matter.
Sincerely,
[Your Name]
Verbal Warning for Unsafe Behavior
Dear [Employee Name],
I hope this email finds you well. It has been brought to my attention that you have acted in an unsafe manner while performing your duties. Creating a safe work environment is a top priority for our company, and we expect our employees to follow safety guidelines and procedures.
Please take the necessary steps to ensure that you follow safety guidelines and procedures at all times. Failure to do so may result in further disciplinary actions.
Thank you for your understanding.
Best regards,
[Your Name]
Verbal Warning for Violation of Confidentiality
Dear [Employee Name],
I hope this email finds you well. It has been brought to my attention that you have breached our company’s confidentiality policy. Confidentiality is an essential part of our business, and it is important that you understand the gravity of your actions.
Please take the necessary steps to maintain confidentiality at all times. Further violations of our confidentiality policy may result in disciplinary actions.
Thank you for your understanding.
Sincerely,
[Your Name]
Tips for Writing an Effective Verbal Warning Email
Verbal warning emails are a crucial part of any disciplinary process. They are an opportunity to communicate a problem to an employee and give them a chance to improve their behavior or performance. However, writing a verbal warning email can be a delicate process, and it’s important to get it right to avoid any legal trouble or misunderstandings. Here are some tips for writing an effective verbal warning email:
1. Start with a clear and concise opening sentence: The opening sentence of your email should clearly state that this is a warning. Use language that is assertive but not aggressive, and make sure the employee knows what they’re getting into. For example, “I am writing to inform you that this is an official verbal warning regarding your conduct.”
2. Be specific and detailed: When calling out an employee’s behavior or performance, it’s important to be specific and provide concrete examples. Use language that is objective and non-judgmental. For example, instead of saying “You’re always late for work,” say “You have been consistently arriving at work later than your scheduled start time.”
3. Explain the consequences: It’s important to make sure the employee understands the consequences of their actions if they don’t improve. Explain what will happen if they fail to make the necessary changes, and be clear about what you expect from them moving forward. Be supportive but firm.
4. Offer solutions: It’s always better to offer solutions than just pointing out problems. Offer support and resources to help the employee improve, such as training opportunities or mentoring.
5. Document everything: Finally, be sure to document everything. Keep a copy of your email and any responses you receive, and make sure it’s included in the employee’s personnel file. This will help protect you and your company in case of any legal trouble or misunderstandings.
By following these tips, you can write an effective verbal warning email that communicates your expectations while also being supportive and clear.
FAQs related to Verbal Warning Email Sample
What is a verbal warning email?
A verbal warning email is a written notification sent to an employee to inform them of their unacceptable behavior or performance.
What should be included in a verbal warning email?
A verbal warning email should include the reason for the warning, a description of the unacceptable behavior or performance, the expectations moving forward, and any consequences if the behavior or performance does not improve.
What are the benefits of issuing a verbal warning email?
Issuing a verbal warning email can help to clearly communicate expectations to the employee, provide documentation of the warning, and give the employee an opportunity to improve prior to any formal disciplinary action.
When should a verbal warning email be issued?
A verbal warning email should be issued when an employee’s behavior or performance falls below acceptable standards and needs to be addressed.
Can a verbal warning email be used as evidence in case of legal disputes?
Yes, a verbal warning email can be used as evidence in case of legal disputes related to the employee’s behavior or performance.
How should a verbal warning email be delivered?
A verbal warning email should be delivered in person or via email, and a copy should be kept in the employee’s personnel file as documentation.
What is the typical consequence of a verbal warning?
The consequence of a verbal warning is typically a written warning or disciplinary action if the behavior or performance does not improve.
Is it necessary to give a verbal warning before a written warning or disciplinary action?
While it is not always necessary, issuing a verbal warning provides an opportunity for the employee to improve their behavior or performance before any formal disciplinary action is taken.
Can a verbal warning email be issued by someone other than the employee’s direct supervisor?
Yes, a verbal warning email can be issued by anyone in a position of authority over the employee, such as a human resources representative or department manager.
What should an employee do after receiving a verbal warning email?
After receiving a verbal warning email, an employee should acknowledge receipt of the warning, take steps to improve their behavior or performance, and seek guidance from their supervisor or HR representative if needed.
Thank you for taking the time to read our sample verbal warning email. We hope that it served as a helpful guide for addressing tricky situations in the workplace. Remember, communication is key in any professional environment, and we encourage you to keep an open dialogue with your colleagues to maintain a positive and productive workplace. Don’t forget to bookmark our website for future reference, and we look forward to having you visit us again soon!