Verbal warning: what to say and how to document it
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Fill in the verbal warning log
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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: ________
For names with non-Latin characters, use .docx.
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.
Everything stays in your browser. Download the log as .docx or .pdf and keep it in the employee's file.
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.
How to use this template
- Write the log the same day, while you still remember what was said.
- Record what was discussed and what was agreed, not your opinion of the employee.
- Note the employee's response in their words where you can.
- Set a follow-up date and put it in your calendar.
- File the log in the employee's personnel file.
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
Does a verbal warning need to be written down?
A verbal warning that is not written down is hard to point to later. A short, dated log made the same day is the usual way to keep a record of it.
Does the employee sign a verbal warning?
Usually not. Some employers add a line for the employee's initials to confirm the conversation took place; this template lets you add one.
Can you skip a verbal warning and go straight to a written one?
Many policies allow it for more serious issues. Check what your own handbook says, and apply it the same way to everyone.
The full process
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Checked Sep 24, 2026 · How we verify every rule · Report an error