Using the Verbal Warning Template

This is a template that you can complete as the first step in the progressive discipline process. While Labor and Employee Relations (LER) team doesn’t need to be notified regarding the verbal warning step, you are welcome to reach out to LER if you have questions or need advice as you complete this step. It is important to have a documented record of the verbal warning as the first step in the progressive discipline process.

Step 1: What type of category does this warning fall under?

• Policy/ Procedural Violation
  • Examples: not following call in procedure,  running  out of benefit time, another violation of CBA policy or policy in the P & P manual
• Behavior
  • Examples: showing disrespectful or disruptive behavior, exhibiting unprofessional conduct
• Performance Based Issued
  • Not meeting expectations with regard to performance, could be in specific subset areas such as communications, meeting deadlines

Step 2: Description of Concern and Supporting Details

Keep this fact based and directed at the specific incident  for which you are giving a verbal warning to the employee. This document should include the time, date, location, and description of the incident. It should be focused on that incident and not a historical narrative of other incidents that the employee has had.  Additionally, It should not include other behaviors or concerns that you have about the employee that are not relevant to the verbal warning.

Step 3: Expected Standards of Performance or Conduct

                 List the policy, procedure, or departmental standard that applies to the situation.

Step 4: Measurable/ Tangible Improvement Goals

This section is an opportunity for you to list what you expect the employee to do to correct the issue. This can be through additional training, watching LinkedIn learning, attending trainings available through CETL or Community Education, or working with you or another colleague to improve in the previously stated area.

Step 6: This is for the employee to add ideas that will help with their performance. This is an optional area, and the employee doesn’t have to enter anything.

Final Note: You should keep a copy of the documented verbal warning for your records. If the employee doesn’t fix the concern outlined in verbal warning and you need to continue with progressive discipline, LER will ask you about the verbal warning.