Verbal Warning vs Written Warning: When to Use Each
Understanding when to use a verbal warning versus a written warning is crucial for effective progressive discipline. Here's how to make the right call.
What Is Progressive Discipline?
Progressive discipline is a system of increasingly severe consequences for repeated or escalating workplace issues. It typically follows this sequence: verbal warning, written warning, final written warning, suspension, and termination. The goal is to give employees every opportunity to correct their behavior before termination becomes necessary.
When to Use a Verbal Warning
A verbal warning is appropriate for first-time minor offenses. It's a conversation, not a formal document. Use verbal warnings for things like a first instance of tardiness, minor policy infractions, small performance issues, or dress code violations. Even though it's "verbal," you should still document that the conversation took place, including the date, what was discussed, and what improvement was expected.
When to Use a Written Warning
A written warning is appropriate when a verbal warning hasn't resolved the issue, for more serious first-time offenses, when you need formal documentation for the employee's file, or when the issue could have legal implications. Written warnings carry more weight and signal to the employee that the matter is serious.
Key Differences
The main differences are formality, documentation, and consequences. Verbal warnings are informal conversations with brief notes. Written warnings are formal documents that go in the personnel file, require signatures, and explicitly state consequences for continued violations.
Best Practices
Always follow your company's established disciplinary policy. Be consistent across all employees. Document everything, even verbal warnings. Focus on behavior, not personality. And give the employee a chance to respond.
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