The Difference Between a Written Warning vs Verbal Warning:
A Comprehensive Guide
In the realm of workplace management, warnings are an essential tool to address employee behavior and performance issues. As a manager or HR professional, you must understand the distinction between a written warning vs verbal warning and when to use each. In this article, we'll delve into the differences between these two types of warnings, their implications, and how to effectively use them to maintain a healthy work environment.
Understanding Verbal Warnings
A verbal warning is an informal conversation between a manager and an employee regarding the employee's behavior or performance. This type of warning is often the first step in addressing an issue and serves as a gentle reminder to the employee about their conduct. Verbal warnings are typically used for minor infractions or performance problems that can be easily corrected.
Advantages of Verbal Warnings
Informal: Verbal warnings are less formal than written warnings, making them easier to deliver and receive. This informal nature can help maintain a positive working relationship between the manager and employee.
Immediate: Verbal warnings can be issued immediately after the incident, allowing for a timely response to the issue at hand.
Flexible: Since verbal warnings are not formally documented with a letter; however, they should be documented with an informal note in the employees personnel file stating the reason for the note.
Some example supervisor's notes might read;
On 6/1/25 I spoke with John Smith about the importance of showing up to work on time and ready to work. John arrived 12 minutes late and wasn’t ready to start working for an additional 13 minutes.
On 6/1/25 I spoke with John Smith about taking only a 15 minute break. John has been taking an approximately 25 minute break for the previous 3 days.
On 6/1/25 I spoke with John Smith about the excessive number of days he has called in sick in the past 30 days. He called in sick on the day before or day after his scheduled day off 3 times. I informed John that this seems to be a pattern.
Disadvantages of Verbal Warnings
Lack of Documentation: Verbal warnings are not formally documented with a letter, and only a supervisors note to the employee’s personnel file. Since no formal letter is provided to the employee it is hard to show the employee was clearly communicated to about the issue.
Potential Misunderstanding: Without a clear, written record of the warning, there is a risk that the employee may not fully understand the issue or the consequences of not correcting their behavior.
Limited Impact: Verbal warnings may not have a strong enough impact on some employees, particularly those who are more resistant to feedback or who have a history of performance issues.
Understanding Written Warnings
A written warning is a formal, documented communication from a manager to an employee regarding their behavior or performance. Written warnings are typically used for more serious or repeated infractions, as they provide a clear record of the issue and the consequences of not addressing it.
Advantages of Written Warnings
Documentation: Written warnings provide a clear, documented record of the issue, the employee's response, and the consequences of not correcting their behavior. This documentation can be crucial in the event of further disciplinary action or legal proceedings.
Clear Communication: Written warnings clearly outline the specific issue, the expectations for improvement, and the potential consequences of not meeting those expectations. This clarity can help ensure that the employee understands the seriousness of the situation.
Accountability: Written warnings hold both the employee and the manager accountable for addressing and resolving the issue. This accountability can help ensure that the issue is taken seriously and that the employee is given a fair opportunity to improve.
Disadvantages of Written Warnings
Formality: Written warnings can be more formal and confrontational than verbal warnings, which may strain the working relationship between the manager and employee.
Delayed Response: Written warnings may take longer to prepare and deliver than verbal warnings, which can delay the response to the issue.
Potential Negative Impact: The formal nature of written warnings can have a negative impact on employee morale and motivation, particularly if they feel that the warning is unjustified or unfair.
When to Use a Written Warning vs Verbal Warning
As a general rule, verbal warnings should be used for minor infractions or performance issues that can be easily corrected. Examples of situations where a verbal warning may be appropriate include:
Tardiness or absenteeism that does not significantly impact the employee's work or the team's productivity
Minor violations of company policies or procedures
Performance issues that can be addressed through coaching or additional training
Written warnings should be used for more serious or repeated infractions, as well as for situations where a verbal warning has not resulted in the desired improvement. Examples of situations where a written warning may be appropriate include:
Chronic tardiness or absenteeism that significantly impacts the employee's work or the team's productivity
Serious violations of company policies or procedures
Performance issues that have not improved after coaching or additional training
Repeated minor infractions that indicate a pattern of behavior
Conclusion
As a manager or HR professional, understanding the difference between a written warning vs verbal warning is crucial for effectively addressing employee behavior and performance issues. Verbal warnings are informal, immediate, and flexible, making them suitable for minor infractions or performance issues that can be easily corrected. Written warnings, on the other hand, provide clear documentation, communication, and accountability for more serious or repeated infractions. By using the appropriate type of warning and following best practices for delivering it, you can maintain a healthy work environment and help your employees improve their performance.