Understanding Oral Reprimands

An oral reprimand is a verbal warning that a supervisor or manager gives to an employee as a means of rectifying something wrong in an incident of inappropriate conduct or behavior. It provides the supervisor with a means of accurately but professionally articulating his or her concerns in a manner that commands a high level of respect from both the person receiving the warning and other employees. Additionally, it is a way for the manager or supervisor to attempt to correct the problem without having to fill out any formal paperwork so that the incident does not go on the record of the employee in question.
also known as a verbal warning is often the first step in addressing employee misconduct or underperformance in the workplace. It plays a crucial role in progressive discipline, offering employees the opportunity to correct behavior before more formal action is taken.

A written reprimand or verbal reprimand is supported by a document that is issued to the employee. You must secure approval of your Department Head before you issue a reprimand.

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Guidelines for Issuing and Documenting Oral Reprimands Effectively

‍This type of reprimand is used to correct behaviors such as:

Consistent tardiness
Missed deadlines
Unprofessional conduct
Minor policy violations

1. Avoid Piling Up Reprimands for a Single Incident

Do not issue a separate oral reprimand to an employee for each violation he/she committed during the single incident. When an incident of misconduct occurs, cite all violations in one reprimand for such an incident. “Piling up” (which means writing separate reprimands for an employee due to his/her multiple violations during a single incident) is not permissible.

2. Document Key Incident Details Thoroughly

It is important that you gather all the pertinent details to describe the incident of misconduct. Namely, when (time and/or date of the incident), where did the incident occur, what happened, who was involved in the incident (including those present during the incident, if applicable). If witnesses were present, obtain witness statements of what they observed including the when/where/what/who.

3. Reference Prior Misconduct and Corrective Measures

Indicate (when applicable) previously documented misconduct (of any type) that has been committed by the employee and what past instructions, counselling, oral reprimands, etc., you have provided to the employee.

NOTE: Outdated reprimands are not to be referenced in the document. Verbal reprimand over one year or a written reprimand over two years old are not to be referenced unless listed otherwise in an applicable Collective Bargaining Agreement.

4. Specify Disciplinary Levels and Filing Procedures

Indicate the applicable disciplinary levels as listed in the regulation for each infraction/violation. For example, there are four levels regarding Rudeness to Students, Staff, or the Public:

First occurrence: Oral Reprimand
Second occurrence: Written Reprimand
Third occurrence: Suspension
Fourth occurrence: Discharge
State where the reprimand will be filed:Oral reprimands are kept in the departmental file. Written reprimands may be sent over to Employee Relations to be placed in the employee’s official personnel file in Human Resources. If doing so, you must make the employee aware of this. You can state such in the document by stating in the closing “this written reprimand will be included in your personnel file in Human Resources” and/or cc: Human Resources Personnel File.

Also read: What is Sexual Harassment?

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Oral Reprimands vs. Written Warnings

Aspect	Oral Reprimand	Written Reprimand
Purpose	First-level warning to address minor issues	More formal warning for repeated or serious issues
Delivery Method	Spoken in private by manager or HR	Provided as a written document
Documentation	Documented internally (not part of official file)	Placed in the employee’s HR personnel file
Severity Level	Low — for initial or minor infractions	Moderate to high — for repeated or serious violations
Follow-Up Actions	Monitor behavior, provide coaching	May lead to suspension or termination if behavior continues

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‍Final Thoughts

Oral reprimands aren’t just about pointing out faults—they’re an opportunity for coaching, improvement, and re-engagement. When delivered with intention and fairness, they become a powerful tool in your performance management toolkit.

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FAQs

1. What is an oral reprimand in the workplace?
A formal verbal warning given to address minor misconduct or performance issues.

2. Is an oral reprimand considered disciplinary action?
Yes, it’s a recognized step in the formal employee discipline process.

3. What’s the difference between oral and written reprimands?
Oral reprimands are verbal and informal; written ones are official and documented in HR files.

4. Can oral reprimands be used in legal or HR disputes?
Yes, if documented properly, they help support fair HR practices.

5. How should a manager deliver an oral reprimand?
Privately and professionally, with clear communication and next steps.

6. Are oral reprimands stored in HR files?
No, they are usually recorded in departmental files for internal reference.

7. Can repeated oral reprimands lead to termination?
Yes, repeated issues may escalate to suspension or dismissal.

8. Should all violations in one incident be addressed together?
Yes, avoid separate reprimands—cover all issues in one conversation.

9. How does peopleHum help with oral reprimands?
peopleHum lets HR teams track verbal warnings and streamline discipline workflows.

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Oral Reprimand