What’s the right way to document a verbal warning to stay compliant?

A verbal warning should still be documented in writing, even though it is delivered orally, so there is a clear record if the issue escalates. After the conversation, note the date, what was discussed, the specific behaviour or performance concern, the expectations set, and any timeline for improvement, and keep it in the employee’s file.

Good practice is to deliver the warning privately and factually, focus on specific conduct rather than personality, confirm the employee understood the expectations, and where appropriate share a brief written summary with them. Consistent documentation matters because progressive discipline — verbal, then written, then formal action — relies on being able to show a fair, recorded process if a termination is later challenged. Apply the same approach uniformly across employees to avoid claims of unfair treatment.