What is the Difference Between Verbal and Written Warning?
🆚 Go to Comparative Table 🆚The main difference between a verbal and written warning lies in their nature and the steps that follow. Here are the key differences:
- Nature: Verbal warnings are issued verbally, while written warnings are provided in writing, usually in the form of a letter. A verbal warning is typically the first stage in an employee disciplinary process.
- Formality: Verbal warnings can be either informal or formal, while written warnings are generally considered more formal. A verbal warning is usually given as a result of a first or fairly minor infringement.
- Documentation: Verbal warnings may be documented in writing to serve as proof of the interaction, but they do not become written warnings because of this. Written warnings, on the other hand, are issued in writing and retained as part of the employee's record.
- Consequences: If an employee fails to improve their behavior or performance after receiving a verbal warning, they may face a written warning as the next step in the disciplinary process.
- Retention: Verbal warnings generally stay on an employee's record for 3 to 6 months.
In summary, verbal and written warnings serve as different stages in the employee disciplinary process, with verbal warnings being the initial step and written warnings following if the employee does not improve their behavior or performance. While verbal warnings may be documented in writing, they are distinct from written warnings.
Comparative Table: Verbal vs Written Warning
The main differences between a verbal warning and a written warning are the format and the level of seriousness. Here is a table highlighting the key differences:
| Verbal Warning | Written Warning |
|---|---|
| Issued orally, not typically recorded in an employee's official personnel file | Provided in writing, usually as a letter, and becomes a part of the employee's official personnel file |
| Less formal, often used for minor or initial issues | More formal, usually follows if an employee fails to address the issues raised in a verbal warning |
| Focuses on open communication and offering guidance | Indicates a more serious form of reprimand and may outline specific consequences for further non-compliance |
| May be given by managers, supervisors, or peers | Typically given by managers or supervisors |
| May not require documentation, although it is advisable for the manager to make informal notes | Must be documented and include details such as the employee's name, designation, date and time of the warning, summary of concerns or incidents, expectations for improvement, consequences of further non-compliance, and a statement acknowledging the employee's right to appeal the decision |
In summary, a verbal warning is an informal action taken to address minor issues or initial misconduct, focusing on open communication and guidance. On the other hand, a written warning is a more formal and serious reprimand, usually issued after a verbal warning has not resolved the issue, and may outline specific consequences for further non-compliance.
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