Verbal Warning Email Sample: How to Write an Effective Message

Are you struggling with giving a verbal warning to an employee but don’t know where to start? Look no further. In this article, we’re going to provide you with some samples of verbal warning emails that you can use as a reference to craft your own, and ensure that your message is clear and effective.

The task of giving a verbal warning can be daunting, even for seasoned HR professionals. You want to ensure that your employee understands the gravity of the situation and the potential consequences of their actions without coming across as too harsh or insensitive.

But fret not. We’ve got you covered with some great examples that you can customize to suit your needs. With these templates, you’ll be able to deliver your message in a way that is both professional and empathetic.

So whether you’re dealing with an issue of unprofessional behavior, poor performance, or any other matter that requires a verbal warning, you can count on us to provide you with the guidance you need. So, keep reading, and you’ll find all the examples that you need to craft the perfect verbal warning email.

The Perfect Structure for Verbal Warning Email Sample

Communicating with employees that they have violated certain rules and policies can be an uncomfortable task for any manager. But, verbal warning emails provide a means to explain and warn employees in a tactful and direct way that can prevent further negative behavior. Crafting a verbal warning email is more than just writing down the offense and the consequences, the structure is equally important. Below is a breakdown of the best structure to use when writing your verbal warning email:

1. Start with a clear and direct subject line

A clear and direct subject line captures the attention of the reader and gives them a sense of what to expect when reading the message. Ensure that the subject line clearly states what the email is about. For instance, ‘Verbal Warning Regarding Attendance’ or ‘Warning Regarding Unprofessional Behavior’.

2. Begin the email with a polite and courteous opening

Starting with a polite and courteous tone can help set a thoughtful tone for the email. You can begin with ‘Dear (employee’s name)’ or ‘Good morning.’ It is essential to ensure that the first line of your email makes the recipient feel comfortable and is not perceived as threatening in any way.

3. State the offense and provide evidence

After you’ve established a positive tone, go straight to the point, and clearly outline the offense. This typically involves explaining what policy or rule the employee has breached, while providing specific instances of how their behavior was in violation of such policies.

4. Convey the consequences

Make sure to explain the consequences of such behavior in detail. Help the employee understand the impact of their actions, detailing how it affects the team, the company, their colleagues, and themselves. It is also crucial to let them know that further violations of any policies could lead to more serious disciplinary action.

5. End on a positive note

Concluding the email with a positive tone can help soften the tone of the verbal warning. You may want to encourage the employee to be more diligent or to seek assistance if necessary. It is also vital to let them know that you are available for assistance moving forward to help them avoid future violations.

Verbal warning emails are a necessary part of the employee management process when there is unacceptable behavior. To ensure that the message is conveyed effectively, the perfect structure is needed. By following the above structure, managers can communicate their message with tact and clarity, while maintaining a positive and supportive tone.

Verbal Warning Email Samples

Verbal Warning for Excessive Absenteeism

Dear [employee name],

We’ve noticed that you have been absent from work more than the standard allowances in the past few months. We understand that sometimes circumstances beyond your control can cause such absenteeism, and we are always ready to lend a hand. However, we have concerns about the impact of your excessive absenteeism on our work. Your absenteeism has impacted production, and we must discuss ways to improve the situation.

To fix this issue, we suggest that you take more precautions to manage your time and ensure that your attendance meets standard requirements. We also suggest that we review your attendance patterns periodically to establish your progress. We urge you to take swift action to improve your attendance for a harmonious and productive workplace.

We appreciate your support and understanding on this matter.


[Your Name]

Verbal Warning for Violation of Company Policy

Dear [employee name],

We have received reports about your violation of our company policies, which is unacceptable. We believe that these violations are not intentional, and we are willing to provide you with all the support you need to fix this issue.

We would like to remind you that our company policies dictate high standards for professional and ethical workplace behaviour by all employees. We urge you to read, understand and comply with our company policies to avoid any disciplinary actions in the future.

We expect that you will take corrective action immediately, and we will closely monitor your future conduct. If this behaviour continues, we will be forced to take stringent disciplinary actions, which may include termination of employment.

Thank you for your cooperation.


[Your Name]

Verbal Warning for Failure to Meet Targets

Dear [employee name],

We have evaluated your performance records in the past three months, and we have noticed that you have failed to meet the standard targets, which is of concern. We understand that you may be experiencing challenges, and we’d like to help you overcome them.

We urge you to attend regular performance meetings to receive feedback and guidance on how best to boost your productivity, and also to take advantage of the training opportunities that the company offers. We are, however, concerned about your inability to meet targets as we are all accountable for the performance of the company.

We hope that with your commitment to overcoming this situation, you will improve your performance in the near future.


[Your Name]

Verbal Warning for Late Submissions

Dear [employee name],

This letter serves as a warning regarding your late submission of deliverables. We have a responsibility to ensure timely delivery of our products and services, hence the need to remind you of the impact your delayed submissions may have on our work.

We expect all our employees to observe deadlines and communicate issues in advance to enable us to make necessary adjustments. We suggest that you inform your supervisor if you require any guidance or support to meet the timelines. We also recommend that you keep track of your deadlines and take corrective action on missed ones.

We hope that this serves as a wake-up call. We rely on your efforts to make our company successful and urge you to make any necessary adjustments to improve your performance.

Thank you for your understanding and support.


[Your Name]

Verbal Warning for Insubordination

Dear [employee name],

We are concerned about the persistent insubordinate behaviour displayed in the company’s premises. As a reminder, we expect all our employees to be respectful, adhere to the codes of conduct, and follow all instructions given by the supervisory team.

We understand that disagreements happen at times and that healthy discussion is sometimes necessary, but it must be done in a respectful and productive manner. We would like to remind you that insubordination is an unacceptable behaviour, and we will not tolerate it now or in the future.

We hope that you take this warning seriously and adjust your workplace behaviour accordingly. We also urge you to seek guidance from your supervisor if you need clarity on any issue.

Thank you for your cooperation.


[Your Name]

Verbal Warning for Poor Communication Skills

Dear [employee name],

This letter serves as a warning regarding the poor communication skills that have been demonstrated in the workplace. Communication is an essential aspect of our work, and we expect all our employees to communicate clearly and effectively.

Your communication skills affect our company’s productivity and have a direct impact on customer satisfaction. To improve your communication skills, we suggest that you attend the company’s training sessions on effective communication. We also recommend you practising active listening and speaking more clearly to convey your message.

We hope that this communication gives you the support you need to improve your communication skills in the workplace.


[Your Name]

Verbal Warning for Poor Time Management

Dear [employee name],

We have identified several instances of poor time management skills on your part that may affect your overall productivity and that of the company. We understand that poor time management can cause additional stress and frustration, but we also believe that it is a habit that can be overcome.

To aid with better time management, we suggest prioritizing tasks and setting deadlines for yourself. We also recommend taking breaks and adhering to working hours. We hope that these suggestions will assist you to generate a better routine and increase productivity in the workplace.

We appreciate your contribution to the company and hope that you will take this warning seriously in your pursuit to improve your performance.


[Your Name]

Tips for Writing a Verbal Warning Email Sample

When it comes to writing a verbal warning email, it is important to approach the situation with sensitivity, professionalism, and tact. This type of email can be uncomfortable and difficult to write, but it is necessary to address any issues that could potentially impact your team and business. Here are some tips for crafting an effective verbal warning email:

  • Be clear and concise. Get straight to the point in your email, and clearly state the reason for the warning. Avoid using overly complex language or making your email too long or confusing.
  • Use a respectful tone. Remember that this email will likely be read by the person who is being warned, so it’s important to approach the situation with respect and empathy. Avoid using accusatory or hostile language and instead focus on objectively communicating the issue.
  • Share specific examples. When giving a verbal warning, it’s important to provide specific examples of the behavior that needs to be addressed. In your email, be sure to include specific instances in which the individual’s behavior was problematic.
  • Explain the consequences. It’s important to clearly outline the consequences of the behavior in question. Be sure to explain the impact it has on the team, the business, and potentially the individual themselves. This will help them understand why the behavior needs to change.
  • Offer guidance and support. Providing guidance and support can help the individual change their behavior and avoid further issues. In your email, offer resources or support to help them improve their behavior and avoid future problems.
  • Remind them of company policies. Be sure to remind the individual of any relevant company policies or guidelines that pertain to the behavior in question. This will help them understand why their behavior is not acceptable and what they can do to improve.
  • Set expectations for the future. Finally, be sure to set expectations for their future behavior and communicate what needs to change. Emphasize that this is a serious issue and that future violations could result in more severe consequences.

By following these tips and crafting a well-written verbal warning email, you can address problematic behavior in a professional and effective manner. Remember to approach the situation with empathy and respect, and offer support and guidance to help the individual improve their behavior.

FAQs related to verbal warning email sample

What is a verbal warning email?

A verbal warning email is a formal communication sent by an employer to an employee to address their poor work performance or behavior that requires improvement

What are some common reasons for receiving a verbal warning email?

Common reasons for receiving a verbal warning email include persistent tardiness, poor attendance, inappropriate behavior, violation of company policies, and unsatisfactory work performance

What should be included in a verbal warning email?

A verbal warning email should include the details of the employee’s misconduct or poor performance, the expectations and goals for improvement, and a clear timeline for follow-up and consequences if the behavior does not improve

Can a verbal warning email be used as evidence in a legal dispute?

Yes, if the verbal warning email outlines the specific details of an employee’s poor performance or misconduct and the consequences for non-improvement, it can be used as evidence in a legal dispute or arbitration proceedings

What should an employee do after receiving a verbal warning email?

After receiving a verbal warning email, an employee should acknowledge receipt of the email, take responsibility for the misconduct or poor performance, and work on remedying the issue as outlined by the employer

Can an employee appeal a verbal warning email?

Yes, an employee can appeal a verbal warning email by presenting evidence of mitigating circumstances or by challenging the facts presented in the warning. The appeal process may vary depending on the employer’s policies or the collective bargaining agreement

What happens if an employee does not improve after receiving a verbal warning email?

If an employee does not improve after receiving a verbal warning email, they may receive a written warning or further disciplinary action, including suspension or termination of employment

Wrapping It Up

There you have it – a sample verbal warning email that you can use as a guide when dealing with employee behavior. Remember, it’s important to approach these situations with professionalism and clear communication. Use this as an opportunity to provide guidance and support, rather than punishment. If you found this article helpful, don’t forget to share it with your colleagues. And as always, thank you for taking the time to read our content. Come back soon for more practical tips and advice on navigating the workplace!