In any professional setting, clear communication is key to maintaining a productive and respectful workplace. Sometimes, addressing minor performance issues or behavioral concerns requires a more formal approach than a casual conversation. This is where a verbal warning email sample can be incredibly useful. While the initial conversation might be verbal, documenting it via email ensures clarity, provides a record, and sets expectations for improvement. This article will explore what makes a good verbal warning email and provide examples for various situations.
What is a Verbal Warning Email?
A verbal warning email serves as a written record of a conversation where an employee's performance or conduct has been addressed. It's not meant to be punitive but rather constructive, aiming to guide the employee towards meeting the expected standards. The importance of having such a record cannot be overstated; it demonstrates that the issue has been officially communicated and provides a benchmark for future evaluation. This helps protect both the employee and the employer.
- It confirms the details of the verbal discussion.
- It outlines the specific concerns raised.
- It details the expected improvements and any support offered.
- It states the consequences of continued non-compliance.
Here's a breakdown of what a verbal warning email should generally include:
| Section | Purpose |
|---|---|
| Subject Line | Clearly indicate the email's purpose (e.g., "Follow-up on Performance Discussion"). |
| Salutation | Professional and direct. |
| Reference to Verbal Conversation | State when and where the initial conversation took place. |
| Specific Concerns | Clearly explain the issue(s) without ambiguity. Use examples if possible. |
| Expectations for Improvement | Define what needs to change and by when. |
| Support and Resources | Mention any training, guidance, or resources available to help. |
| Consequences | Explain what may happen if improvements are not made. |
| Call to Action/Next Steps | Suggest further discussion or required actions. |
| Closing | Professional closing. |
It is crucial to ensure that the tone of the email is firm yet supportive. The goal is to correct behavior or improve performance, not to create a hostile environment. Open lines of communication should be encouraged even after a warning has been issued.
Verbal Warning Email Sample for Poor Time Management
Subject: Follow-up on Discussion Regarding Time Management
Dear [Employee Name],
This email is to follow up on our conversation today, [Date], at [Time] regarding your recent time management. We discussed the importance of adhering to project deadlines and ensuring tasks are completed within their allocated timeframes.
Specifically, we noted instances such as [mention specific example, e.g., the delay in submitting the Q3 report] and [mention another specific example, e.g., consistently arriving late to team meetings]. These delays impact team productivity and can affect our ability to meet client expectations.
Moving forward, I expect to see immediate improvement in your time management. This includes prioritizing tasks effectively, planning your workday, and communicating proactively if you anticipate any delays. I recommend exploring time management techniques such as the Pomodoro Technique or creating daily to-do lists. I am also happy to discuss strategies and provide resources that may assist you in improving your organizational skills.
Please understand that consistent improvement in time management is essential for your role. Failure to demonstrate significant progress may lead to further disciplinary action.
I am available to discuss this further at your convenience. Please let me know if you have any questions or require additional support.
Sincerely,
[Your Name/Manager's Name]
Verbal Warning Email Sample for Inconsistent Work Quality
Subject: Follow-up on Work Quality Concerns
Dear [Employee Name],
This email serves as a written record of our discussion on [Date] concerning the quality of your work. We spoke about the need for consistent accuracy and attention to detail in all your assigned tasks.
We have observed a pattern of [mention specific issue, e.g., errors in recent client proposals] and [mention another specific issue, e.g., a lack of thoroughness in data analysis for the marketing campaign]. While we acknowledge your effort, the quality of the output has fallen below our team's established standards.
To address this, I expect you to dedicate more time to reviewing your work before submission. Please implement a self-review process, perhaps by using a checklist, or ask a colleague to briefly review your work for critical errors. I can also arrange for you to shadow [Colleague's Name] for a period to observe their meticulous approach to quality control.
It is imperative that the quality of your work meets the required standards on an ongoing basis. Continued lapses in quality may necessitate further disciplinary measures.
Please schedule a follow-up meeting with me within the next week to discuss your plan for improvement and any support you may need.
Best regards,
[Your Name/Manager's Name]
Verbal Warning Email Sample for Tardiness
Subject: Follow-up on Attendance and Punctuality
Dear [Employee Name],
This email is a follow-up to our conversation today, [Date], regarding your punctuality. We discussed the company's policy on attendance and the importance of arriving on time for your scheduled shifts.
We have noted a pattern of tardiness, with [mention specific instances, e.g., arriving late on X, Y, and Z dates] in the past month. Your late arrivals can disrupt team operations and affect the workflow of your colleagues.
Effective immediately, I expect you to report to work on time for all your scheduled shifts. If you anticipate being late due to unforeseen circumstances, please notify your direct supervisor or [Designated Person] at your earliest convenience, and before your scheduled start time. We encourage you to plan your commute to ensure you arrive on time.
Consistent adherence to the attendance policy is required. Repeated instances of tardiness will be subject to further disciplinary action, up to and including termination.
Please confirm your understanding of these expectations by replying to this email.
Sincerely,
[Your Name/Manager's Name]
Verbal Warning Email Sample for Inappropriate Workplace Behavior
Subject: Follow-up on Workplace Conduct
Dear [Employee Name],
This email documents our conversation on [Date] regarding your conduct in the workplace. We discussed the importance of maintaining a professional and respectful environment for all employees.
Specifically, we addressed the incident on [Date] involving [briefly describe the behavior without excessive detail, e.g., making inappropriate comments during the team meeting] and [mention another instance if applicable, e.g., a verbal exchange with a colleague]. Such behavior is unacceptable and violates our company's code of conduct.
Moving forward, I expect you to conduct yourself professionally at all times. This includes refraining from making offensive remarks, engaging in disruptive behavior, and treating all colleagues with respect. We encourage you to be mindful of your interactions and ensure they are constructive and appropriate for a work setting.
Any further instances of inappropriate behavior will be met with serious disciplinary action, which may include suspension or termination of employment.
If you are experiencing challenges that are affecting your behavior, please feel free to discuss them with me confidentially. We can explore resources or support that may be available.
Regards,
[Your Name/Manager's Name]
Verbal Warning Email Sample for Not Following Procedures
Subject: Follow-up on Adherence to Standard Operating Procedures
Dear [Employee Name],
This email is to follow up on our discussion today, [Date], regarding your adherence to established company procedures.
We have observed that on several occasions, including [mention specific example, e.g., the recent inventory count] and [mention another example, e.g., data entry for client orders], you have not followed the required standard operating procedures (SOPs). These procedures are in place to ensure accuracy, efficiency, and compliance.
It is essential that you consistently follow all documented procedures. I expect you to review the relevant SOPs for your role, particularly [mention specific SOPs if possible]. If you are unclear on any procedure, please ask for clarification before proceeding.
I am arranging for you to attend a refresher training session on [Relevant SOP Area] on [Date]. It is critical that you demonstrate full compliance with all procedures going forward. Failure to do so will result in further disciplinary action.
Please acknowledge receipt of this email and confirm your commitment to following all established procedures.
Sincerely,
[Your Name/Manager's Name]
Verbal Warning Email Sample for Lack of Teamwork
Subject: Follow-up on Team Collaboration
Dear [Employee Name],
This email serves as a written record of our conversation on [Date] concerning your contribution to team collaboration.
We discussed the importance of working effectively with your colleagues to achieve shared goals. While we value your individual contributions, there have been instances where your approach has not been conducive to strong teamwork. This includes [mention specific behavior, e.g., not readily sharing information with team members] and [mention another behavior, e.g., not participating actively in team brainstorming sessions].
Effective teamwork is crucial for our department's success. I expect you to actively engage with your colleagues, share relevant information promptly, and be supportive of their efforts. Please make a conscious effort to contribute positively to group discussions and projects.
We are considering implementing a buddy system for upcoming projects where you can partner with a seasoned team member to foster better collaboration. Please let me know if you are open to this.
Continued demonstration of improved teamwork is required. If your collaborative efforts do not improve, further disciplinary action may be necessary.
I'm available to discuss strategies for enhancing your teamwork skills if you wish.
Best regards,
[Your Name/Manager's Name]
Verbal Warning Email Sample for Excessive Personal Phone Use
Subject: Follow-up on Mobile Phone Usage Policy
Dear [Employee Name],
This email is to follow up on our conversation today, [Date], regarding your use of personal mobile phone during working hours.
We discussed the company policy on personal phone usage, which allows for brief, essential calls or messages only. We've observed that you have been spending a significant amount of time on your personal phone, which can be a distraction and impact your productivity, as well as that of your colleagues.
To ensure a productive work environment, I expect you to limit the use of your personal mobile phone to designated break times and for urgent personal matters only. Please keep your phone on silent or vibrate and only check it during breaks.
We understand that occasional urgent calls or messages may arise. In such cases, please step away from your workspace to take the call. Consistent adherence to this policy is expected.
Failure to comply with the mobile phone usage policy may result in disciplinary action.
Please confirm your understanding of these expectations by replying to this email.
Sincerely,
[Your Name/Manager's Name]
Verbal Warning Email Sample for Ignoring Instructions
Subject: Follow-up on Following Managerial Instructions
Dear [Employee Name],
This email documents our discussion on [Date] regarding your response to managerial instructions.
We addressed instances where instructions given by [mention who gave the instruction, e.g., your supervisor] were not followed, or were followed incorrectly. This includes [mention specific example, e.g., the task of updating the client database] and [mention another example if applicable, e.g., the priority assigned to Project X].
It is crucial that you follow all instructions provided by management promptly and accurately. If you are unsure about an instruction, it is your responsibility to seek clarification immediately. Open communication and a willingness to execute directives are essential for effective workflow and team cohesion.
We are providing you with additional resources and training on [mention relevant area] to help ensure you understand the importance and process of following instructions. I expect to see immediate and sustained improvement in your responsiveness to directives.
Please be aware that persistent disregard for managerial instructions can lead to serious disciplinary consequences.
I am available to discuss any challenges you may be facing in this regard.
Regards,
[Your Name/Manager's Name]
Verbal Warning Email Sample for Poor Communication with Clients
Subject: Follow-up on Client Communication Standards
Dear [Employee Name],
This email is to follow up on our conversation on [Date] concerning your communication with clients.
We discussed the critical importance of professional and effective client communication. We have observed instances where your client interactions have fallen short of our company's standards, such as [mention specific issue, e.g., responding to client inquiries with delays] and [mention another specific issue, e.g., using unprofessional language in emails].
Moving forward, I expect you to uphold our commitment to excellent client service. This includes responding to client inquiries within [mention timeframe, e.g., 24 business hours], maintaining a professional and courteous tone in all written and verbal communications, and accurately relaying information. I recommend reviewing the client communication guidelines document, which is located [mention location].
We will be monitoring your client interactions closely. Continued deficiencies in client communication may result in further disciplinary action.
Please confirm your understanding of these expectations by replying to this email. I am also happy to provide additional coaching or resources to support you in improving your client communication skills.
Sincerely,
[Your Name/Manager's Name]
In conclusion, while a verbal warning is an initial step, documenting it through a well-crafted email provides a necessary layer of formality and clarity. These verbal warning email samples demonstrate how to address common workplace issues constructively, outlining concerns, expectations, and potential consequences. By using these examples as a guide, managers can ensure their communications are effective, fair, and contribute to a positive and productive work environment for everyone.