So, you’ve been asked to write an email about a disciplinary issue at work? It’s a serious situation, and getting it right is super important. Knowing what to put in an email for a disciplinary action is key to ensuring everything is fair, clear, and follows the rules. This article will guide you through the essential elements of these emails, making sure you’re prepared to handle the situation professionally and effectively.
Key Components of a Disciplinary Email
Writing a disciplinary email isn’t just about typing words; it’s about communicating clearly and legally. You need to be super careful and include all the necessary information. Here’s what you absolutely must include:
- The Basics:
- Employee’s full name and job title.
- Date and time of the email.
- Subject line that clearly indicates the purpose (e.g., "Disciplinary Action – [Employee Name]").
- The Problem:
- A specific and detailed description of the issue. Be precise!
- Dates, times, and locations related to the incident.
- Relevant company policies or rules that were broken.
- The Consequences:
- What disciplinary action is being taken. This could be anything from a verbal warning to termination.
- Any specific steps the employee needs to take (e.g., attending training, improving performance).
- The timeline for these actions.
- Other Important Things:
- A clear explanation of the appeal process, if there is one.
- Who the employee should contact with questions.
- Space for the employee to acknowledge they received the email (usually by signing a copy).
It’s incredibly important to be accurate and fair when describing the situation, and to ensure that all the details are correct. You want to make sure the employee understands what they did wrong, and what will happen next. You may also want to reference any past issues or warnings the employee received, but make sure you’re adhering to all company policies, and local, state, and federal laws. The legal team will be able to give further guidance for this.
Email Examples
Email Example: First Written Warning for Attendance
Subject: Written Warning – Excessive Absenteeism
Dear [Employee Name],
This email serves as a written warning regarding your recent attendance record. According to company records, you have been absent from work on the following dates:
- October 26, 2024 (Unexcused Absence)
- November 2, 2024 (Sick Leave – Doctor’s Note Required)
- November 9, 2024 (Tardy – Arrived at 9:15 AM)
This is in violation of the company’s attendance policy, which states [cite specific policy clause]. We have previously discussed your attendance issues on [date of previous discussion].
You are required to improve your attendance immediately. Failure to do so may result in further disciplinary action, up to and including termination of employment.
Please review the company’s attendance policy (attached). If you have any questions or concerns, please contact me or [HR Contact Person] within [number] business days. Please sign and return a copy of this email to acknowledge receipt.
Sincerely,
[Your Name]
[Your Title]
Email Example: Performance Improvement Plan (PIP)
Subject: Performance Improvement Plan – [Employee Name]
Dear [Employee Name],
This email outlines a Performance Improvement Plan (PIP) due to [briefly state the performance issue, e.g., consistent failure to meet sales targets].
Specific areas of concern include:
- Failure to meet the monthly sales quota for the last [number] months.
- Inconsistent follow-up with potential clients.
- Poor communication skills with clients.
To improve your performance, you are required to:
- Attend sales training sessions (scheduled for [dates]).
- Increase your client contact rate to [number] calls per day.
- Submit a weekly progress report to [supervisor’s name].
This PIP will be in effect for [number] weeks. Your performance will be reviewed on [date]. Failure to meet the goals outlined in this PIP may result in further disciplinary action, including termination. Please let me know if you have any questions. Please sign and return a copy of this email to acknowledge receipt.
Sincerely,
[Your Name]
[Your Title]
Email Example: Verbal Warning for Insubordination
Subject: Verbal Warning – Insubordination
Dear [Employee Name],
This email serves as a record of a verbal warning issued today, [date], for insubordination.
Specifically, on [date and time], during the [meeting/task], you [describe the insubordinate action]. This behavior is a direct violation of company policy regarding respect and following instructions from supervisors. The behavior disrupted the team and created a less productive work environment.
This is a verbal warning. Further instances of insubordination will result in more severe disciplinary action. We expect all employees to treat their supervisors with respect and follow instructions.
If you have any questions about this verbal warning, please do not hesitate to contact me or [HR Contact Person]. Please sign and return a copy of this email to acknowledge receipt.
Sincerely,
[Your Name]
[Your Title]
Email Example: Violation of Company Policy (e.g., Dress Code)
Subject: Written Warning – Violation of Company Dress Code
Dear [Employee Name],
This email serves as a written warning regarding your violation of the company dress code policy. On [date], you were observed [describe the violation]. This is in violation of [specific section of the dress code policy].
You are expected to adhere to the company’s dress code policy at all times. You are required to [state specific actions, e.g., review the dress code policy and ensure you are in compliance]. Failure to do so may result in further disciplinary action.
Please sign and return a copy of this email to acknowledge receipt. If you have any questions, please contact me or [HR Contact Person].
Sincerely,
[Your Name]
[Your Title]
Email Example: Addressing a Conflict of Interest
Subject: Written Warning – Conflict of Interest
Dear [Employee Name],
This email serves as a written warning concerning a potential conflict of interest, as outlined in the company’s Conflict of Interest Policy. It has been brought to our attention that [describe the potential conflict of interest, providing specifics].
This situation could be a violation of our policies. To address this issue, we require you to [state specific actions the employee needs to take, e.g., disclose all relevant financial interests, and/or remove yourself from the situation, if appropriate].
You are required to complete these actions by [date]. Failure to comply with these requirements may result in further disciplinary action, up to and including termination of employment.
Please sign and return a copy of this email to acknowledge receipt. If you have any questions or concerns, please contact me or [HR Contact Person].
Sincerely,
[Your Name]
[Your Title]
Email Example: Investigation into Harassment Allegations
Subject: Notification Regarding Investigation
Dear [Employee Name],
This email is to inform you that the company is conducting an investigation into a complaint alleging [briefly and generally describe the nature of the complaint, e.g., harassment].
We understand that this may be a difficult situation. The company is committed to conducting a thorough and fair investigation. You will be contacted by [investigator’s name] to schedule an interview to discuss the allegations. We request your full cooperation during this process.
Please be assured that all information will be handled with the utmost confidentiality, to the extent possible. You are expected to not retaliate against anyone involved in this matter.
During the investigation, we encourage you to review the company’s policy on harassment (attached) for more information.
If you have any questions, please contact [HR Contact Person].
Sincerely,
[Your Name]
[Your Title]
In each of these examples, remember to replace the bracketed information with the specific details relevant to your situation. Also, be sure to include any attachments, such as the company policy documents. Finally, remember to always check with your legal and HR team before sending any disciplinary email.
Conclusion
Writing a disciplinary email can be tough, but by following these guidelines on what to put in an email for a disciplinary, you can ensure you’re clear, fair, and professional. Always document everything, be specific, and stick to the facts. Remember, getting it right is about protecting both the company and the employee. Good luck!