Verbal Warning Email Sample

Tardiness and Unauthorized Absence

Dear [Employee Name],

This email serves as a verbal warning regarding your recent tardiness and unauthorized absences from work. As you know, our company’s policy requires employees to be punctual and present for their scheduled shifts. Your recent behavior has been disruptive to your team and has negatively impacted your overall performance.

• On [date], you were 30 minutes late for your shift without providing any prior notice.
• On [date], you were absent from work without requesting or being granted leave.

As a result of these incidents, I am issuing you a verbal warning. Please be aware that any further instances of tardiness or unauthorized absences may result in more severe disciplinary action, up to and including termination of employment.

I understand that things happen, and sometimes unavoidable circumstances prevent us from being on time or present for work. However, it is important to communicate with your manager in advance whenever possible. Please take this warning as an opportunity to address the issue and improve your attendance record.

Inappropriate Behavior

Dear [Employee Name],

I am writing to address your recent inappropriate behavior in the workplace. Specifically, you have been observed making offensive jokes and comments, and engaging in disruptive behavior that has created a hostile work environment for your colleagues.

• On [date], you were heard making sexually suggestive comments to a coworker.
• On [date], you were seen yelling at a customer in a public area of the store.

This behavior is unacceptable and violates our company’s policy against workplace harassment and discrimination. Your actions have caused distress and discomfort among your colleagues, and they have damaged the reputation of our company.

I am issuing you a verbal warning for your behavior. Any further instances of inappropriate conduct will result in more severe disciplinary action, up to and including termination of employment.

I strongly urge you to take this warning seriously and to make a concerted effort to improve your behavior. This includes attending a mandatory workplace harassment training session and seeking counseling or therapy to address the underlying issues that may be contributing to your behavior.

Violation of Safety Regulations

Dear [Employee Name],

I am writing to express my concern about your recent violation of safety regulations in the workplace. Specifically, you were observed operating heavy machinery without proper training or authorization, and you failed to wear the required personal protective equipment (PPE) on multiple occasions.

• On [date], you were seen operating a forklift without having received the required training.
• On [date], you were observed working on a ladder without wearing a safety harness.

Your actions have not only put yourself at risk, but they have also endangered the safety of your colleagues and our company. Safety is our top priority, and any violation of safety regulations will not be tolerated.

I am issuing you a verbal warning for your behavior. Any further instances of violating safety regulations will result in more severe disciplinary action, up to and including termination of employment.

I strongly urge you to take this warning seriously and to make a concerted effort to comply with all safety regulations. This includes attending a mandatory safety training session and demonstrating your commitment to a safe work environment.

Poor Performance

Dear [Employee Name],

I am writing to address your recent performance, which has been consistently below expectations. Despite receiving coaching and support from your manager, you have failed to demonstrate improvement in your work quality, productivity, or teamwork.

• Your sales figures have consistently fallen below the targets set for your role.
• You have received numerous customer complaints regarding the quality of your work.
• You have been repeatedly late on project deadlines, impacting the progress of your team.

Your performance issues are a cause for concern, as they are negatively affecting the productivity and morale of your team and the overall success of our company. I am issuing you a verbal warning in order to give you an opportunity to address your performance issues and improve your work.

To ensure that you receive the necessary support to improve, I have scheduled a meeting with you on [date] at [time] to discuss a performance improvement plan. During this meeting, we will identify specific goals and strategies for you to follow in order to improve your performance and meet the expectations for your role.

Insubordination

Dear [Employee Name],

I am writing to address your recent insubordination and refusal to comply with instructions from your manager. Specifically, you have been repeatedly ignoring directives, challenging your manager’s authority, and creating a disruptive work environment.

• On [date], you refused to complete a task assigned to you by your manager.
• On [date], you openly contradicted your manager’s instructions in front of other employees.
• On [date], you engaged in a shouting match with your manager, creating a hostile work environment for your colleagues.

Your behavior is unacceptable and violates our company’s policy on workplace conduct. It is essential that all employees respect the authority of their managers and supervisors, and comply with all reasonable instructions. Your insubordination has caused disruption and conflict within your team, and it has damaged the reputation of our company.

I am issuing you a verbal warning for your behavior. Any further instances of insubordination will result in more severe disciplinary action, up to and including termination of employment.

I strongly urge you to take this warning seriously and to make a concerted effort to improve your attitude and behavior. This includes following the instructions of your manager, respecting their authority, and communicating any concerns or disagreements in a respectful and professional manner.

Misuse of Company Resources

Dear [Employee Name],

I am writing to address your recent misuse of company resources. Specifically, you have been observed using company property for personal use, taking excessive breaks, and wasting company time.

• On [date], you were seen using the company car for personal errands during work hours.
• On [date], you were caught taking a two-hour lunch break.
• On [date], you were seen spending excessive time on personal internet browsing and social media during work hours.

Your misuse of company resources is a violation of our company’s policies. It is essential that all employees use company property and time responsibly and for business purposes only. Your actions have resulted in a loss of productivity for you and your team, and they have also damaged the reputation of our company.

I am issuing you a verbal warning for your behavior. Any further instances of misusing company resources will result in more severe disciplinary action, up to and including termination of employment.

I strongly urge you to take this warning seriously and to make a concerted effort to use company property and time responsibly. This includes using company property only for business purposes, taking reasonable breaks, and using company time productively.

Conflict of Interest

Dear [Employee Name],

I am writing to address your recent involvement in a conflict of interest. Specifically, you have been observed accepting gifts and favors from a supplier of our company, and you have been using your position to influence purchasing decisions in favor of that supplier.

• On [date], you were seen accepting a gift from a representative of [supplier name] at a business dinner.
• On [date], you recommended [supplier name] for a contract without conducting a fair and competitive bidding process.
• On [date], you used your position to pressure a colleague to purchase goods from [supplier name], even though there were more cost-effective options available.

Your actions have violated our company’s policy on conflicts of interest. It is essential that all employees avoid any situation that could create a conflict between their personal interests and their duties to the company. Your behavior has raised concerns about your integrity and impartiality, and it has damaged the reputation of our company.

I am issuing you a verbal warning for your behavior

Verbal Warning Email Sample: Effective Tips and Guidance

When it comes to delivering verbal warnings to employees, doing so effectively and professionally is crucial. To help you navigate this process, here are several tips and a sample email template for reference.

1. Prepare Thoroughly:

• Gather all relevant information about the employee’s performance issues, including specific instances of misconduct or underperformance.
• Review the company’s policies and procedures related to verbal warnings to ensure you follow the proper steps.
• Have a clear understanding of the employee’s job duties and responsibilities, as well as any relevant company policies or guidelines that have been violated.

2. Choose the Right Time and Place:

• Schedule the verbal warning meeting in a private setting, such as a conference room or your office, to maintain confidentiality and minimize distractions.
• Select a time when both you and the employee are free from other commitments, allowing you to have a focused and uninterrupted discussion.

3. Deliver the Warning Respectfully and Professionally:

• Address the employee by their name and maintain a respectful and professional tone throughout the meeting.
• Be direct and clear about the reasons for the verbal warning, providing specific examples of the employee’s performance concerns.
• Avoid personal attacks or accusations, focusing instead on the employee’s actions and behaviors.

4. Explain the Consequences and Expectations:

• Clearly state the consequences of continued underperformance or misconduct, such as potential disciplinary action, suspension, or termination of employment.
• Outline the specific expectations and improvements required from the employee moving forward, setting clear goals and objectives they need to achieve.

5. Offer Support and Guidance:

• Express your willingness to provide the employee with the necessary support and resources to help them improve their performance.
• Discuss potential training opportunities or performance improvement plans that can assist the employee in addressing their deficiencies.

6. Document the Discussion:

• Keep a written record of the verbal warning discussion, including the date, time, and participants present.
• Summarize the key points discussed, including the employee’s performance issues, the consequences, expectations, and any support offered.
• Have the employee sign the document to acknowledge receipt of the verbal warning.

7. Follow Up:

• After the verbal warning meeting, monitor the employee’s performance closely to assess their progress in addressing the concerns.
• Provide regular feedback and support, reinforcing the expectations and goals set during the meeting.
• If the employee’s performance does not improve, further disciplinary action may be necessary.

Sample Verbal Warning Email Template:

Subject: Verbal Warning – [Employee Name]

Dear [Employee Name],

I am writing to formally document the verbal warning issued to you on [Date] regarding your recent performance concerns.

As discussed during our meeting, your performance has fallen below the company’s standards in the following areas:

• [Specific Performance Issue 1]
• [Specific Performance Issue 2]
• [Specific Performance Issue 3]

These performance issues have been brought to my attention through [Source of Information], including [Specific Instances or Examples].

Continued underperformance or misconduct may result in further disciplinary action, up to and including suspension or termination of your employment.

To address these concerns, we have agreed upon the following expectations and improvements:

• [Expected Improvement 1]
• [Expected Improvement 2]
• [Expected Improvement 3]

I am committed to supporting you in improving your performance. Please do not hesitate to reach out if you have any questions or need assistance in meeting these expectations.

Please acknowledge receipt of this verbal warning by signing and returning the attached form to my office by [Date].

Thank you for your attention to this matter.

Sincerely,

[Your Name]

[Designation]

Verbal Warning Email Sample

Q: What is the purpose of a verbal warning email sample?

A: A verbal warning email sample provides a template for communicating a verbal warning to an employee in a clear and professional manner. It helps ensure that the employee understands the reasons for the warning, the consequences of not improving their performance, and the steps they need to take to improve.

Q: What are the key elements of a verbal warning email sample?

A: A verbal warning email sample typically includes the following elements:

Q: How should I use a verbal warning email sample?

A: To use a verbal warning email sample, follow these steps:

Q: What are some tips for writing a verbal warning email?

A: Here are some tips for writing a verbal warning email:

Q: What are some common mistakes to avoid when writing a verbal warning email?

A: Here are some common mistakes to avoid when writing a verbal warning email:

Q: Can I use a verbal warning email to document an employee’s performance?

A: Yes, you can use a verbal warning email to document an employee’s performance. However, it’s important to note that a verbal warning email is not a formal disciplinary action. If you need to take formal disciplinary action against an employee, you should follow your company’s disciplinary procedures.

Q: How can I ensure that a verbal warning email is effective?

A: To ensure that a verbal warning email is effective, follow these tips:

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