Imagine receiving a verbal warning email from your boss. Your heart races as you read through the words, trying to decipher what you’ve done wrong. It’s an uncomfortable experience that no one enjoys, but sometimes it’s necessary. As an employee, it’s important to be aware of how you’re performing and whether or not it meets your employer’s expectations. That’s why we’ve put together a sample verbal warning email to help guide you through this process. With this example, you’ll know exactly what to expect and how to react. Feel free to edit it as needed to make it work for your own situation. Let’s take a look.
The Best Structure for Verbal Warning Email Sample
When it comes to giving a verbal warning to an employee, it’s important to do it in a professional and clear manner to avoid any misunderstandings or conflicts. To help you structure your verbal warning email sample effectively, follow these tips:
1. Start with a salutation: Make sure to address the employee by their name or position to establish a professional tone. For example: “Dear John,” or “Hello Marketing Team,”.
2. Provide context: Explain why you are giving the warning, citing specific examples of poor performance or behavior that have been observed. Use objective language and avoid personal attacks. For instance, “Your recent conduct during meetings has been disruptive, and it’s impacting the team’s productivity,” or “Your work has consistently been submitted past the deadline, causing delays in the project timeline.”
3. State the consequences: Clarify what the consequences will be if the situation doesn’t improve, such as suspension, termination, or further disciplinary action. Be firm but fair. For example, “If these disruptions continue, we may have to suspend you from attending future meetings,” or “If there are no improvements, we may have to consider termination.”
4. Offer support: Sometimes, an employee may be struggling due to personal issues or lack of training. Show that you are willing to help and support them by providing resources or suggestions to improve their performance. For example, “We are happy to offer additional training or coaching to help you improve your meeting conduct,” or “Please let us know if there is anything we can do to support you with meeting deadlines.”
5. End with a positive note: Close the email by expressing hope that the situation will improve and reiterating your confidence in the employee’s ability to succeed. For example, “We understand that you have the potential to excel in this position, and we hope to see positive changes in the future,” or “We believe that with your talent and skills, you can make a significant contribution to the team.”
By following these five steps, your verbal warning email sample will be clear, professional, and effective in conveying the seriousness of the situation while also showing support and encouragement to the employee. Remember to keep your language professional and objective to avoid any misunderstandings or conflicts.
Sample Verbal Warning Letter Templates
Poor Attendance
Dear [Employee Name],
I am writing to inform you that your attendance has been inadequate and needs immediate improvement. Over the past few weeks, you have shown a poor attendance record, and it has become a cause of concern for us. We expect our employees to be punctual and report to work on time.
Please note that continued absences or tardiness without a valid reason may result in severe consequences, including disciplinary action or termination. We encourage you to prioritize your work schedule and ensure that you are present and on time every day.
We appreciate your cooperation in this matter and expect to see an improvement in your attendance record.
Sincerely,
[Your Name]
Poor Job Performance
Dear [Employee Name],
This letter is to inform you that your job performance has not been up to our expectations. Your recent work assignments have been below average, and it is essential that you take immediate steps to improve your work quality.
We understand that everyone has a learning curve, but we expect our employees to take their work seriously and keep improving. If there are any specific obstacles you are facing, please let us know so we can help you overcome them. However, please note that continued mediocre work may result in disciplinary action or termination.
We appreciate your hard work and dedication and hope to see a positive change soon.
Sincerely,
[Your Name]
Violation of Company Policy
Dear [Employee Name],
This letter serves as a verbal warning for violating company policy. We have received complaints about your conduct from other colleagues, and we take such reports seriously.
We ask our employees to abide by the company’s policies and procedures to maintain a healthy and safe work environment for everyone. Violating company guidelines can jeopardize your employment, and we cannot tolerate such behavior.
We encourage you to review our company policies and make efforts to comply with them in the future. We appreciate your cooperation in this matter, and we expect to see a positive change soon.
Sincerely,
[Your Name]
Harassment Complaint
Dear [Employee Name],
We have received a complaint about your behavior towards your colleagues. The complaint alleges that you have been harassing your colleague, specifically by making inappropriate comments and gestures.
Such behavior is unacceptable in the workplace and goes against our company’s values. We take such complaints very seriously, and we will not tolerate any form of harassment. This letter serves as a verbal warning, and we expect you to refrain from such conduct in the future.
We encourage you to review our company’s harassment policy and ensure that your behavior aligns with our values and expectations. We appreciate your cooperation in this matter and expect to see a positive change in your behavior.
Sincerely,
[Your Name]
Insubordination
Dear [Employee Name],
We have received reports that you have been displaying insubordinate behavior towards your supervisor. We value respect, open communication, and teamwork, and such behavior goes against our company’s culture and values.
This letter serves as a verbal warning, and we expect you to correct your behavior and work collaboratively with your colleagues and supervisor. Any further acts of insubordination may result in disciplinary action.
We appreciate your cooperation in this matter and hope to see a positive change in your behavior.
Sincerely,
[Your Name]
Safety Violations
Dear [Employee Name],
This letter serves as a verbal warning for violating safety policies at work. Your disregard for safety policies can cause significant harm to you and your colleagues. We take the safety of our employees seriously and expect everyone to follow the company’s protocols.
Please note that any further violation of safety protocols may result in disciplinary action or termination. We encourage you to review our company’s safety policies and ensure that you follow them.
We appreciate your cooperation in this matter and expect to see an improvement in adhering to safety policies.
Sincerely,
[Your Name]
Inappropriate Conduct
Dear [Employee Name],
We have received reports of your inappropriate conduct towards your colleagues, which has created a hostile work environment. Such behavior goes against our company’s core values of professionalism, respect, and teamwork.
Our company does not tolerate any form of discrimination, harassment, or offensive behavior. This letter serves as a verbal warning, and we expect you to correct your behavior and work collaboratively with all employees. Further acts of inappropriate conduct may result in disciplinary action or termination.
We appreciate your cooperation in this matter and expect to see a positive change in your behavior.
Sincerely,
[Your Name]
Tips for Writing a Verbal Warning Email Sample
If you are a manager or supervisor, it may fall upon you to issue a verbal warning to an employee who has been underperforming or violating company policies. This can be an uncomfortable task, but a necessary one to ensure that your team is performing at its best. Here are some tips for writing a successful verbal warning email sample:
1. Be clear and direct: The purpose of a verbal warning email is to clearly communicate with the employee that their performance or behavior needs to improve. Be direct in your communication and use specific examples to illustrate your point.
2. Stay focused on the behavior: When writing a verbal warning email, it’s important to focus on the behavior that needs to improve, rather than attacking the employee personally. Stick to the facts and avoid making generalizations about the employee’s character or work ethic.
3. Keep a professional tone: It’s important to maintain a professional tone in the verbal warning email, even if you have a personal relationship with the employee. Avoid being confrontational or aggressive in your language and use a respectful tone throughout.
4. Offer support and solutions: Rather than simply telling the employee that they need to improve, offer support and solutions for how they can do so. This could include offering additional training or coaching, or setting specific goals or milestones for improvement.
5. Follow up: After sending the verbal warning email, it’s important to follow up with the employee to ensure that they understand the seriousness of the situation and are taking steps to improve. Schedule a follow-up meeting or check-in to assess their progress and offer continued support.
Overall, when writing a verbal warning email sample, it’s important to communicate clearly, focus on the behavior, maintain a professional tone, offer solutions, and follow up with the employee. By following these tips, you can ensure that your team is performing at its best and that everyone is working towards the same goals.
Frequently Asked Questions: Verbal Warning Email Sample
What should be included in a verbal warning email sample?
A verbal warning email sample should include the details of the employee’s behavior that resulted in the warning, the consequences of such behavior, and the expectations for improvement moving forward.
What is the purpose of a verbal warning email?
The purpose of a verbal warning email is to document a conversation between the employer and employee regarding problematic behavior and to make it clear that continued disregard for expectations may lead to disciplinary action.
Is it important to document verbal warnings?
Yes, documenting verbal warnings is important to build a paper trail and ensure consistency in enforcing company policies. It also provides protection for the employer in case of legal disputes.
Can a verbal warning be issued over email?
Yes, a verbal warning can be issued over email as long as it is clear that the email serves as documentation of a face-to-face conversation. However, it is always advisable to conduct such conversations in person when possible.
Can an employee refuse to sign a verbal warning acknowledgement?
Yes, an employee can refuse to sign the acknowledgement of a verbal warning. However, it is important to document that the conversation took place and that the employee refused to sign.
When should a verbal warning be issued?
A verbal warning should be issued early on in the process of addressing problematic behavior to give the employee a chance to correct the issue before disciplinary action is required.
What are the consequences of not addressing problematic behavior in the workplace?
Not addressing problematic behavior in the workplace can result in decreased productivity, lowered morale, and potential legal liabilities.
What should an employee do after receiving a verbal warning email?
An employee who receives a verbal warning email should acknowledge the email, work to address the behavior that resulted in the warning, and seek clarification if they have any questions or concerns.
Can an employee contest a verbal warning?
Yes, an employee can contest a verbal warning. However, it is important for them to provide evidence or a reasonable explanation for the behavior in question, and to demonstrate a commitment to improving their performance going forward.
Thanks for Stopping By!
I hope this verbal warning email sample helps you in your future endeavors. Remember, communication is key in any work environment, so it’s crucial to know how to approach sensitive topics like employee performance. Don’t hesitate to visit again later for more helpful tips and tricks. Until next time!