Form Finder

Sample Letter

VIP Step 1: Verbal Support

Verbal Support is the first step in the formal stage of the VIP program. As a rule, the Verbal Support should be conducted in an informal atmosphere. Early on in the process the employee should be informed of the following:

The unacceptable behavior:

• Example: Employee must report absence within one (1) hour of their scheduled starting time.

• The problem that it caused:
• Example: Failure to call-in resulted in the inability of the supervisor to get a replacement for the employee in time to complete a given job. If the infraction is one where the employee was previously coached (i.e. during an Encouragement Session), then the supervisor should also bring that to the employee's attention.

Encourage the employee to relate his/her point of view of the problem, and provide an opportunity for them to give a complete statement of the facts. The supervisor may ask the employee questions for clarification, but normally the supervisor should avoid interrupting the employee. It is important to get the relevant facts.

After the supervisor is satisfied that he or she knows the relevant facts and after he/she has analyzed these facts against the employee’s past record, the employee should be informed of the outcome via a Letter of Verbal Support. The letter should include:

• Any expected improvement in future behavior.
• Assistance, if appropriate, that the supervisor plans to give the employee to correct the problem
• Any follow-up action that will be taken.

Example: If the problem is absenteeism, the supervisor may tell the employee that he/she will meet with the employee in one month to review the record.