Verbal warning: what to say and how to document it
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Open the file, fill anything still in [brackets], and keep a signed copy in the personnel file. The next document in this process is the employee write-up form.
About this template
A short record you write right after a verbal warning: what was said, how the employee responded, and when you will follow up.
A verbal warning is a conversation, but it only counts later if someone wrote it down at the time. This log is the manager's note of that conversation. Fill it in on the same day, while the details are fresh.
Keep the note short and factual: dates, what happened, what the expectation is, what the employee said, what you agreed and when you will check in again. Below the form you will find variations for common situations (tardiness, attendance, conduct, performance, a late note, a recap email and a second warning), three filled examples, and answers to common questions.
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The full verbal warning log text
This is the whole template as it downloads, with the fields in [brackets].
Verbal Warning Record
What was discussed
[What was discussed]
Employee's response
[The employee's response]
What was agreed
[What was agreed]
Follow-up date: [Follow-up date]
The employee was told that this conversation is a verbal warning and that a record of it will be kept in their file.
______________________ Date: __________
Manager signature ([Your name])
Employee initials (confirms the conversation took place): ________ Date: ________
How to use this template
- Write the log the same day, while you still remember what was said. If you write it later, say so and date both the talk and the note.
- Record what was discussed and what was agreed, not your opinion of the employee. Describe behaviour you or others saw or heard, with dates.
- Name the rule or expectation involved, for example the handbook section, the schedule or the quality standard.
- Note the employee's response in their words where you can, including any reason they gave.
- Set a follow-up date and put it in your calendar.
- File the log in the employee's personnel file and handle similar issues with other employees the same way.
What to say
A verbal warning works best as a short, private conversation. These lines are a starting point; say them in your own words.
Variations
First verbal warning log entry
Use this when an employee has not been warned about this issue before and you want a simple, dated record of the first conversation.
A first verbal warning is usually the lightest formal step in a progressive discipline policy. The point of the log is not to build a case; it is to show that the employee was told clearly what the problem was, what the expectation is, and when you would look at it again.
Keep the entry to a few sentences per section. Write down the dates of the incidents, the rule or expectation involved, and what the employee said. Leave out guesses about motive and comments on personality. If the employee raised something you need to follow up on, such as a scheduling conflict or a safety concern, record it and note what you will do about it.
Store the log where your other personnel records live, and check your own handbook for how long warnings stay active.
Verbal Warning Record (first warning)
What was discussed
[Dates and facts of what happened]. The expectation is [policy or standard].
Employee's response
[What the employee said, in their words where possible].
What was agreed
[Specific change]. Follow-up date: [Date].
The employee was told that this is a first verbal warning and that a record of it will be kept in their file.
______________________ Date: __________
Manager signature ([Manager name])
Verbal warning for tardiness
Use this when an employee has arrived late or returned late from breaks more often than your schedule or policy allows.
Tardiness is one of the easiest issues to document well because it is measurable. Pull the dates and clock-in times from your time records before the conversation, and list them in the log instead of writing that the employee is always late.
Explain the effect on the work in plain terms, for example that the register could not open or that a coworker had to cover. Ask whether something has changed, such as childcare, transport or a second job. If the employee mentions a medical condition or a need for leave, treat that as a separate question and check your obligations before continuing with discipline.
Agree on something concrete: arriving by the scheduled start time, calling the manager before the shift if they will be late, and a date when you will review the time records together.
Verbal Warning Record: Tardiness
What was discussed
- [Date]: clocked in at [time], scheduled [time]
- [Date]: clocked in at [time], scheduled [time]
- [Date]: returned from break at [time], break ended [time]
The attendance section of the handbook asks employees to be ready to work at the start of their shift and to call the manager before the shift if they will be late.
What was agreed
[Employee name] will arrive by the scheduled start time and call [Manager name] before the shift if a delay is unavoidable. We will review time records on [Follow-up date].
______________________ Date: __________
Manager signature ([Manager name])
Verbal warning for attendance and call-in procedure
Use this when the issue is missed shifts or absences that were not reported the way your call-in procedure requires.
Attendance warnings are often about the process rather than the absence itself. An employee may be allowed to be sick, but your policy may still ask them to call a specific person a set amount of time before the shift. Record which part of the procedure was missed on each date.
Be careful with absences that may be protected. Depending on your size and location, federal, state or local rules on sick leave, family and medical leave, jury duty or military service may apply. The Department of Labor has guidance on family and medical leave at dol.gov, and your state labor office can tell you about paid sick leave rules. Leave protected absences out of the warning.
Close by restating the call-in steps so there is no doubt about what is expected next time.
Verbal Warning Record: Attendance
What was discussed
- [Date]: absent from scheduled shift, no call before shift start
- [Date]: text message sent [time] after shift start instead of a call
Our call-in procedure asks employees to call [Name or number] at least [time] before a shift they cannot work.
What was agreed
[Employee name] will follow the call-in procedure for any future absence. Next review: [Follow-up date].
______________________ Date: __________
Manager signature ([Manager name])
Verbal warning for conduct
Use this when an employee's behaviour toward coworkers or customers falls short of your conduct standards, for example rude or insulting language.
Conduct warnings go wrong most often when the record describes attitude instead of behaviour. Write what was said or done, when, where and who was present. Avoid labels like unprofessional or hostile on their own; if you use them, follow with the specific words or actions that led you to that view.
Talk to the people who saw or heard the incident before you meet the employee, and note who you spoke to. Give the employee a chance to explain. If the employee says the other person started it, or raises a complaint of harassment or discrimination, record it and look into it separately. The EEOC explains employer responsibilities around harassment complaints at eeoc.gov.
State the expected behaviour plainly and keep the agreement forward-looking.
Verbal Warning Record: Conduct
What was discussed
On [date] at about [time] in [place], [Employee name] [describe words or actions] toward [coworker or customer]. [Names] were present.
Our conduct policy asks employees to speak to coworkers and customers respectfully, including during disagreements.
Employee's response
[What the employee said].
What was agreed
[Employee name] will [expected behaviour] and bring work disagreements to [Manager name]. Follow-up date: [Date].
______________________ Date: __________
Manager signature ([Manager name])
Verbal warning for performance
Use this when an employee is not meeting a clear quality or output standard that they know about.
A performance warning only makes sense if the standard was known. Before the talk, check that the employee was trained on the task and that the standard is written down or was clearly communicated, for example in a job description, a checklist or a team target.
Put numbers in the log where you have them: units completed, error rates on specific orders, missed deadlines with dates. Compare them to the standard, not to a coworker. Ask what is getting in the way. Sometimes the answer is equipment, unclear instructions or training, and the log should record what you will do about that too.
Agree on a short review period. If the gap is large or has lasted a long time, a structured plan may fit better than a warning.
Verbal Warning Record: Performance
What was discussed
The standard for [task] is [standard], as set out in [job description, checklist or target].
- Week of [date]: [result]
- Week of [date]: [result]
Support offered
[Training, equipment or check-ins the manager will provide].
What was agreed
[Employee name] will reach [standard] by [date]. We will review results on [Follow-up date].
______________________ Date: __________
Manager signature ([Manager name])
Documenting a verbal warning afterwards
Use this when you gave a verbal warning but did not write it down the same day and are writing the note the next day or later.
It happens: the conversation took place at the end of a busy shift and the note did not get written. The fix is to write it now and be honest about the timing. Put two dates on the record, the date of the conversation and the date you wrote the note, and add a line saying it was written from memory.
Never backdate a record so it looks as if it was written on the day of the talk. If the record is ever looked at closely, a backdated note can undermine everything else in the file. A late but honest note is more useful than a neat one with the wrong date.
If you have anything written at the time, such as a calendar entry, a message to HR or notes on your phone, mention it. Write only what you remember with confidence.
Verbal Warning Record (written after the conversation)
This note was written after the conversation, from my memory and [any notes made at the time, if any].
What was discussed
[Facts and dates].
Employee's response
[As best I recall].
What was agreed
[Specific change]. Follow-up date: [Date].
______________________ Date: __________
Manager signature ([Manager name])
Verbal warning confirmation email to the employee
Use this when you want to send the employee a short written recap of the verbal warning so you both have the same understanding.
A recap email is optional. Some employers prefer to keep a verbal warning as a manager's note only; others send a short summary so the employee knows exactly what was agreed. Check what your handbook says, and do it the same way for everyone at the same step.
Keep the email short and neutral. Repeat the facts, the expectation, the follow-up date and an invitation to reply if the employee remembers anything differently. Do not add new issues that were not raised in the meeting, and do not use the email to argue.
Send it from your work account to the employee's work account where possible, and keep a copy with the log. If the employee replies with a different account of the conversation, file the reply too.
Subject: Summary of our conversation on [Date]
Hi [Employee name],
Thanks for meeting with me today. As discussed, this is a verbal warning about [issue]. On [dates], [short facts]. The expectation is [policy or standard].
We agreed that [specific change]. I will check in with you on [Follow-up date].
If you remember any part of our conversation differently, or need anything from me to make this work, please reply to this email.
[Manager name]
Second verbal warning or moving to a written warning
Use this when the same issue comes up again after a verbal warning and you need to decide whether to repeat the verbal step or move to a written warning.
Your own policy decides the next step. Many progressive discipline policies move from a verbal warning to a written warning when the same issue repeats within a set period. Others allow a second verbal warning if the repeat is minor or much later. Whatever you choose, apply it the same way to employees in similar situations.
Start by reading the first log. Refer to it by date in the new record so the link between the two is clear. If the employee did improve for a while, say so.
If you move to a written warning, use the written warning template at /desk/templates/written-warning/ and list the earlier verbal warning under prior discussions. If you give a second verbal warning, the record below states clearly what happens if the issue continues.
Verbal Warning Record (second warning)
What was discussed
Since the warning on [date], [new facts and dates].
What was agreed
[Specific change]. Follow-up date: [Date].
The employee was told that if the issue continues, the next step under our policy is a written warning.
______________________ Date: __________
Manager signature ([Manager name])
Filled-in examples
Complete documents with fictional names and facts, to show the level of detail that makes a document clear. Replace every detail with your own.
Example: tardiness at a bakery
A shift supervisor at Harbor Street Bakery records a first verbal warning for an opener who arrived late three times in two weeks.
Verbal Warning Record
What was discussed
- March 2: clocked in at 5:24 a.m., scheduled 5:00 a.m.
- March 5: clocked in at 5:31 a.m., scheduled 5:00 a.m.
- March 9: clocked in at 5:19 a.m., scheduled 5:00 a.m.
No call was made before the shift on any of these days. I explained that the first bread and pastry batches need to go in the ovens by 5:15 a.m. for the 7:00 a.m. opening, and that on March 5 the display was not full until 7:40 a.m. The handbook asks staff to call the supervisor before the shift if they will be late.
Employee's response
Jordan said the bus schedule changed at the start of the month and the early bus now arrives at 5:10 a.m. Jordan said they did not call because they thought texting a coworker was enough.
What was agreed
Jordan will take the earlier 4:35 a.m. bus or arrange another ride, and will call me directly if running late. I will ask the owner whether a 5:15 a.m. start with a matching end time is possible and reply by March 13. Follow-up date: March 24, 2026.
The employee was told that this conversation is a verbal warning and that a record of it will be kept in their file.
______________________ Date: __________
Manager signature (Dana Ortiz)
Employee initials (confirms the conversation took place): JM Date: March 10, 2026
Example: rude language to a coworker
A store manager records a verbal warning after an employee swore at a coworker during a disagreement over the stockroom.
Verbal Warning Record
What was discussed
On April 16 at about 1:40 p.m., in the stockroom, Priya told coworker Alex Ruiz to get out of the way and used a profanity directed at Alex, loud enough to be heard at the front counter. Two customers were at the counter. Alex and Lee Barrett both described the same words to me separately on April 16.
Our conduct policy asks employees to treat coworkers and customers with respect, including when they disagree, and to bring work conflicts to a manager.
Employee's response
Priya agreed she swore and said she was frustrated because boxes were blocking the only path to the freezer for the third day in a row. She said she should have come to me instead.
What was agreed
Priya will not use insulting or profane language toward coworkers and will bring disputes to me or Lee. I will set a rule that the freezer path stays clear and tell the whole team by April 20. Follow-up date: May 1, 2026.
The employee was told that this conversation is a verbal warning and that a record of it will be kept in their file.
______________________ Date: __________
Manager signature (Sam Keller)
______________________ Date: __________
Witness signature (Lee Barrett)
Example: performance, written the next day
A production lead gave a verbal warning about packing errors at the end of a shift and wrote the record the following morning, noting the timing honestly.
Verbal Warning Record (written after the conversation)
This note was written the morning after the conversation, from my memory and the error log I brought to the meeting.
What was discussed
The packing standard is to match every wholesale box to the order sheet before sealing, as set out in the packing checklist Casey was trained on on April 2.
- April 27: café order packed with 24 croissants instead of 36
- April 30: two boxes sent to the wrong customer
- May 5: order sealed without the invoice inside
Employee's response
Casey said the order sheets are hard to read when they are printed in the small font, and that they sometimes skip the checklist when the van is waiting.
What was agreed
Casey will complete the checklist for every box, even when the van is waiting. I will ask the office to print order sheets in a larger font starting May 8 and will spot-check five boxes per shift for two weeks. Follow-up date: May 20, 2026.
The employee was told that this conversation is a verbal warning and that a record of it will be kept in their file.
______________________ Date: __________
Manager signature (Morgan Hale)
Example wording
Examples of the level of detail that makes a document clear. Replace them with your own facts.
- Punctuality: Discussed three late arrivals in the past two weeks (May 5, May 8 and May 12), each over 20 minutes, without a call ahead. Explained that the store cannot open on time when the opener is late.
- Customer service: Discussed a customer complaint received on June 2 about the tone used on a phone call on June 1. Reviewed the call guidelines in the staff handbook.
Questions people ask
What is a verbal warning?
A verbal warning is a spoken conversation in which a manager tells an employee that a specific behaviour or result is not meeting expectations and needs to change. In many progressive discipline policies it is the first formal step, before a written warning, a final written warning and termination. Although it is spoken, most employers keep a short dated note of it, like this log, so there is a record that the conversation took place.
Does a verbal warning need to be written down?
A verbal warning that is not written down is hard to point to later, for example if the issue repeats or a decision is questioned. A short, dated log made the same day is the usual way to keep a record of it. Some federal rules require employers to keep certain personnel records for a period; the EEOC recordkeeping page explains them, and your state may have its own rules.
Does the employee sign a verbal warning?
Usually not. A verbal warning log is the manager's own note. Some employers add a line for the employee's initials to confirm the conversation took place, not that they agree with it; this template lets you add one. If an employee declines to initial, you can write that they were offered the chance and declined, with the date.
How long does a verbal warning stay on file?
That depends on your own policy. Many handbooks say a warning stays active for a set period, such as six or twelve months, after which it no longer counts toward the next disciplinary step, even though the record itself is kept. Keeping the note and deciding how long it counts are separate questions. Check any record retention rules that apply in your state before deleting personnel records.
What is the difference between a verbal warning and a written warning?
A verbal warning is a conversation that the manager records in a short note. A written warning is a formal document given to the employee, usually listing the issue, prior discussions, the expectation and the consequence if it continues, often with a line for the employee to sign. Written warnings usually come after a verbal warning, or first when the issue is more serious.
Can you skip a verbal warning and go straight to a written one?
Many policies allow it for more serious issues, such as safety violations or serious misconduct, and some state that discipline can start at any step. Check what your own handbook says, any employment contract or union agreement, and apply the same approach to everyone in similar situations. If your policy promises a verbal warning first, skipping it can be hard to explain later.
What should you say in a verbal warning?
Keep it short and specific. Name the issue, give the dates and facts, state the expectation and where it comes from, ask the employee for their side, and agree on a specific change and a follow-up date. Say at the start that this is a verbal warning and that you will keep a note of it. The talking points on this page give a simple order to follow in your own words.
Can a verbal warning be given by text or email?
A verbal warning is, by definition, a spoken conversation, ideally in private and in person or by video call for remote staff. A text or email on its own is closer to a written warning. Some managers send a short recap email after the conversation so both sides have the same summary; that is optional and covered in the variations above.
Should a witness attend a verbal warning?
It is not usual for a first verbal warning, which is meant to be a low-key conversation. Some employers bring in a second manager or HR person when the issue is sensitive, when the employee has disputed past conversations, or when a language barrier makes a clear record harder. If employees are covered by a union agreement, check whether it gives them a right to have a representative present.
What if the employee disagrees with the verbal warning?
Listen and write down what they say, in their words where you can. Disagreement does not stop the warning from being given, but it may point to facts you missed, so check them before the follow-up. If the employee raises a complaint about discrimination, harassment, pay or safety, treat that as a separate matter and look into it. The EEOC explains retaliation rules.
Is a verbal warning required before firing an employee?
It depends on your own policy, any employment contract, and any union agreement. This page does not state a general federal requirement to give a verbal warning before termination. If your handbook describes progressive discipline steps, following them consistently matters. In Montana, the Wrongful Discharge from Employment Act makes a discharge wrongful when the employer materially violated an express provision of its own written personnel policy, among other grounds. Rules on final pay and notice vary by state, so check your state labor office. The Department of Labor lists state labor offices.
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General information, not legal advice. Not a substitute for the advice of an attorney. This page is for general information only and isn’t legal, financial or tax advice. Laws vary by state and change; check the official source or talk to a qualified professional about your situation. Report an error