Describe the workplace concern. Makeform creates a verbal warning form for the facts, expectation, employee response, actions, acknowledgment, and follow-up.
Route records to email, Google Sheets, Slack, or Zapier.
Sample prompts for the builder
Choose a prompt, adapt its details, and send it to the builder.
Audience
Supervisors documenting attendance concerns
Format
Manager record with dates and follow-up
Prompt size
280 chars
Example form structure
Manager record with dates and follow-up
Employee, department, and manager
Attendance events and dates
Expectation reviewed
Employee response
Follow-up date and acknowledgment
Suggested routing tags
Manager draft
Employee comments
Follow-up due
Ask for observable facts, dates, and the expectation discussed instead of vague labels.
Step 1
Prepare
record dates, examples, and the standard involved
Step 2
Discuss
hear the employee and explain the expectation
Step 3
Document
capture actions, comments, and acknowledgment
Step 4
Follow up
review progress on the scheduled date
Why use a structured record
Guide managers to identify the concern, cite examples, state the expected change, hear the employee, and schedule a review.
Prompt for dates, examples, locations, and the standard discussed in language another reviewer can understand.
Separate employee comments from manager observations and record questions, context, or requested support.
Action items, owners, and a review date create a practical next-step plan.
Common manager conversations
Choose a focused prompt, then match the fields to your policy and review process.
List dates, the schedule expectation, employee explanation, and review date.
Record work examples, the expected standard, support, and a measurable check-in.
Document observable actions, context, people present, the expectation, and employee response.
Identify the missed step, immediate action, retraining, next-shift expectation, and follow-up owner.
Build the form
Describe what managers must capture, edit the generated questions, decide who receives each submission, and use the record during the scheduled follow-up.
Tell Makeform who completes the form, which concerns it covers, what details managers need, and whether the employee adds comments during the meeting.
Replace generic prompts with your internal policy names, examples of objective documentation, required fields, and conditional follow-up questions.
Send the submission to the appropriate internal reviewer or connected sheet, while keeping employee comments and private manager notes clearly separated.
Use the recorded expectation, action items, support, owner, and date to guide the next conversation and document what changed.
Form vs notes vs static file
Informal notes can miss the employee response or follow-up. A static document is consistent but still needs manual routing. An online form guides completion and keeps each submission structured.
Field guide
The strongest fields preserve who, what, when, and what happens next. Use these six sections as a starting point, then align the wording with your own workplace process.
People and meeting
Record the people, roles, and date needed to identify this conversation and route follow-up.
Concern and examples
Ask for concrete events or work examples instead of conclusions about motivation or personality.
Expected standard
Connect the concern to the policy, schedule, procedure, or work standard reviewed.
Employee response
Record the employee's explanation, questions, disagreement, or context separately from manager observations.
Support and next steps
Capture employee actions, organizational support, and when progress will be revisited.
Acknowledgment and notes
Explain that acknowledgment records receipt, not agreement, and provide a declined option.
Related tools
Use focused forms for later discipline, incidents, performance reviews, feedback, supervision notes, and exit conversations instead of forcing every HR task into one record.
Create a broader employee warning record when your process is not limited to a verbal warning.
Open toolDocument a formal disciplinary step with the facts, action, employee comments, and follow-up fields.
Open toolCapture event details, people present, immediate response, and attachments when a workplace incident needs its own report.
Open toolStructure a scheduled review with goals, examples, ratings, development topics, and employee comments.
Open toolCollect structured feedback separately from a manager's warning or disciplinary record.
Open toolRecord recurring supervision meetings, discussion topics, decisions, responsibilities, and the next meeting date.
Open toolFAQ
Practical answers for managers and HR teams designing a consistent internal record.
It is an internal record of a manager's warning conversation about attendance, performance, conduct, or procedure. It identifies the people and date, examples, expectation, employee comments, actions, and follow-up.
Include employee and manager details, meeting and event dates, facts, the expectation discussed, employee response, requested improvement, support, action owners, follow-up date, and appropriate acknowledgments.
Use observable dates, locations, tasks, schedules, words, or actions. List relevant arrival times instead of writing only frequently late. Separate manager observations, employee explanations, and private notes.
Not necessarily. Helper text can state that acknowledgment records receipt and discussion, not agreement. Provide employee comments and, if your process allows it, a clearly labeled declined option.
Yes. A concern dropdown can show conditional attendance, performance, conduct, communication, or procedure questions while retaining shared employee-comment, action, acknowledgment, and follow-up sections.
Yes. Add uploads for accepted internal materials such as schedules or work examples. Label the requested material and keep attachments distinct from manager observations and employee comments.
Yes. Makeform provides unlimited free forms and responses for generating, editing, publishing, and collecting submissions. The paid tier removes the Makeform badge. Review all generated questions before use.
Route it through your internal process and return to the recorded actions on the follow-up date. Record progress, support provided, and next steps. Your organization should set access and retention responsibilities.
Document warning conversations.
