I don’t know whether there’s something in the water in 2025, but we’ve had a lot of emails from people requesting the same thing:
“Can you send me a template to give a verbal warning to an employee?”
We always say no.
Because, more often than not, warnings are being used incorrectly.
Warnings have their place, but this isn’t it
You don’t need me to tell you that managing employees isn’t always easy.
At some point, most of us will have to deal with poor performance or misconduct – persistent lateness, subpar work, or inappropriate behaviour.
Used correctly, warnings can help address these issues fairly and consistently. But you can’t just dish out a warning to one employee while letting the same behaviour slide for someone else.
More importantly, you actually have to talk to the employee first.
Too often, when we get these requests, the manager hasn’t even spoken to “Bob” about his lateness. They’ve just silently fumed, decided they’ve had enough, and now want to hand him a printed warning, thinking that’ll fix the problem. It won’t.
How do you actually give a warning?
To issue a warning (or take any disciplinary action), you MUST follow the ACAS Code of Practice.
And one important footnote here – the word “Code” is deceptive – these aren’t “guidelines”. They’re legally recognised rules and ignoring them can get very expensive.
Here’s the correct process:
- Investigation Meeting – Gather facts and establish what’s happened.
- Disciplinary Hearing – The employee must be given the chance to respond to the allegations.
- After this, you can issue a first or final written warning – or, in serious cases, dismissal.
- Appeal Meeting – If the employee has over two years’ service, they must have the right to appeal.
Crucially, each stage should be handled by a different person.
No overlap, no involvement from anyone who was part of the incident.
What about verbal warnings?
They don’t exist anymore – at least, not legally. ACAS removed them from the Code back in 2009.
That’s not to say you can’t have a quiet word to nip minor issues in the bud. But a “verbal warning” in the formal sense is not part of the process anymore.
The final word on warnings…
A warning should never be a surprise.
Before issuing one, the employee must have had at least two official meetings, been presented with evidence of their wrongdoing, and had the chance to defend themselves.
You can’t just shove a letter into Bob’s hand and hope for the best!
