You’re called into a meeting and receive an unexpected warning. Now, you’re left wondering what it means for your job and how to respond. It's understandable—receiving a verbal warning or a written one is never a good sign.
To help you navigate this tricky situation professionally, we’ll break down the different types of warnings, tips on how to respond, and the next steps to take if you find yourself in this position.
What it means to receive a warning at work
Getting a written or verbal warning at work doesn’t necessarily mean you’re on the verge of being fired, but it may be a sign that you are. It’s typically a way for your employer to address performance, behavior, or conduct issues in hopes of improvement.
Employers often use warnings as a formal reminder that something needs to change. It’s important to recognize that this is part of most companies’ disciplinary procedures, designed to give you a chance to address any concerns before more drastic actions are taken.
What is a verbal warning? Types of warnings at work explained
Not all warnings are created equal. Some are informal, while others are more serious and documented. Here’s a breakdown of the most common types.
1. Verbal warning at work
A verbal warning is usually the first step in addressing a workplace issue. It’s a conversation between you and your supervisor where they explain the problem and what changes they expect. The tricky question is: Does a verbal warning go on your record? Generally, yes. Although called verbal, these warnings are still noted in your employee file as part of your record.
2. Written warning at work
How bad is a written warning at work? We won’t sugarcoat it: It's something to be worried about. A written warning at work is more formal and typically follows a verbal warning if the issue hasn’t been resolved.
“As a leader, I resort to issuing a written warning when I've repeatedly raised the same issue verbally and seen no improvement,” says business owner Josh Cremer.
This document outlines the specific problem, any prior discussions, and the next steps if the issue persists. It’s a clear indication that the situation needs immediate attention, and it often carries more weight than a verbal warning.
3. Final written warning at work
A final written warning at work is a more serious step in the disciplinary process. If issues continue after previous warnings, this type of warning indicates that you’re nearing termination if things don’t improve. It serves as a last chance to turn things around before more severe consequences, like suspension or dismissal, are considered.
What to do if you're being written up at work without verbal warning
Being written up without a prior verbal warning can feel unfair or surprising. First, check your company’s policies or handbook. Many organizations have structured disciplinary procedures that should be followed. If no verbal warning was issued, you can respectfully ask your manager or HR about this.
Politely say, “I’d like to understand the company’s policy on warnings—was there a reason I wasn’t given a verbal warning first?” This shows you’re not challenging the write-up directly but seeking clarity on the process.
What to do with an unfair warning at work
If you believe the warning is unfair or unjustified, stay calm and professional. Start by reviewing the details of the warning and gathering any evidence that supports your perspective. Schedule a private meeting with your supervisor or HR to discuss your concerns. Focus on facts, not emotions, and be open to their feedback.
You can say, “I’d like to talk about the warning I received—I don’t believe it accurately reflects the situation, and I’d like to provide some context.” Even if the warning remains, maintaining a constructive dialogue can help protect your professional reputation.
How to respond to a verbal warning at work (so it doesn't become a final written warning)
Handling a warning properly can make all the difference. Whether verbal or written warning at work, your response should be calm, professional, and solution-oriented.
1. Stay calm and listen
It’s natural to feel defensive or emotional when receiving a warning, but try to stay calm and listen carefully. Your goal is to understand the issue fully—not to argue your case on the spot. Ask clarifying questions if necessary, but focus on the feedback you’re being given. (Here's how to take feedback like a pro.)
2. Acknowledge the warning
Acknowledge that you understand the warning, whether you agree with it or not. This doesn’t mean admitting fault if you feel the warning is unfair, but it shows that you’re listening and taking the matter seriously. You might say something like: “I understand the concerns and appreciate you bringing them to my attention.”
3. Ask for examples and next steps
If the warning is unclear or vague, ask for specific examples of the issue and what’s expected of you moving forward. This helps ensure you know exactly what needs to be improved. For example, you could say: “Could you provide more details on where I’m falling short, so I can focus on improving those areas?”
4. Take responsibility (if appropriate)
If the warning is justified, take responsibility for the behavior or performance issue and express your commitment to improving. This can help demonstrate maturity and a willingness to grow. You could respond with something like: “I recognize that I’ve been missing deadlines, and I’m going to work on managing my time better.”
5. Discuss your plan for improvement
“When an employee receives a written warning, I expect them to acknowledge the issue and demonstrate a proactive plan to rectify it,” Cremer says.
If you’re given a verbal or written warning, being proactive is a must. This shows that you’re serious about making changes. Focus on solutions. For instance, you could say, “I’ll start using a task management tool to ensure I stay on top of my deadlines.”
6. Request feedback and follow-up
Finally, request feedback after a few weeks to ensure you’re meeting expectations. This shows your commitment to improvement and opens the door to ongoing communication. You might say, “Can we check in after a month to review my progress and see if I’m on track?”
What to avoid when responding to a written or verbal warning
When faced with a warning, there are some common mistakes you’ll want to avoid.
- Don’t argue or become defensive. Defensiveness can make the situation worse. Instead, focus on understanding the feedback.
- Don’t ignore the warning. Failing to acknowledge or take action after a warning can escalate the issue, potentially leading to termination.
- Don’t blame others. Avoid shifting blame to coworkers, managers, or external factors. Take accountability where appropriate.
Beyond your response: Steps to take after receiving the warning
After responding to the warning, there are a few steps you can take to ensure you’re on the right path:
Reflect on the feedback
Take time to reflect on the warning and how it aligns with your own perception of your work. This can help you identify any blind spots and areas for growth.
Create an improvement plan
Based on the feedback, create a specific action plan to address the issue. Set realistic goals and deadlines for improvement, and document your progress.
Stay professional
Even if you feel the warning is unfair, maintain a professional demeanor. Complaining to coworkers or becoming disengaged can make things worse.
Keep communication open
Maintain open communication with your supervisor to ensure you’re meeting their expectations. If you’re struggling with certain aspects of the job, don’t hesitate to ask for support or resources.
When should you start looking for other job opportunities?
The steps outlined in this article only make sense if you actually want to keep your current job. On one hand, a verbal warning does not necessarily mean the end of your time in the organization. On the other hand, it's quite common that receiving a written warning at work (which is more serious, as we've learned) or being put on a progress plan means the company is laying the groundwork to fire you with cause.
So, what should you do? First, keep it professional. Even if you decide it's time for new opportunities, it's always important to leave on the best terms that you can. But receiving a written warning at work may also be the prompt you need to reflect on your career. Are you unmotivated because you're not satisfied with your role? Is this not the place you want to be?
If your dissatisfaction is getting in the way of your performance, it may be time to make a change.
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