Writing A Disciplinary Letter is a serious matter, and something everyone in the workplace should understand. It’s how companies formally address and document employee issues, from minor slip-ups to more serious offenses. This guide will help you understand the purpose, the components, and the different types of disciplinary letters you might encounter.
Why Disciplinary Letters Matter
Disciplinary letters are formal written warnings. They serve a few key purposes:
* They clearly communicate the problem.
* They provide a record of the issue.
* They outline expectations for improvement.
* They can be used if the problem continues. This is important because these letters can be used as evidence if a more serious action, like termination, becomes necessary.
There are a few main reasons you might receive a disciplinary letter:
- Poor performance (not meeting goals).
- Violation of company policy (like dress code or attendance).
- Inappropriate behavior (like harassment).
Before a disciplinary letter is even considered, your company should be providing clear expectations. This might be explained to you in these ways:
- Job description.
- Employee handbook.
- Regular performance reviews.
Also, different levels of discipline exist. Here’s a simple example:
| Level of Discipline | Possible Actions |
|---|---|
| Verbal Warning | Manager talks to the employee. |
| Written Warning | Disciplinary letter is issued. |
| Suspension | Employee is temporarily sent home. |
| Termination | Employee is fired. |
Email Example: First Written Warning for Tardiness
Subject: Written Warning – Excessive Tardiness
Dear [Employee Name],
This letter is to inform you that you are receiving a written warning for excessive tardiness. Company policy requires all employees to be at their workstations by 9:00 AM. We have observed that you have been late to work on [Date(s) of tardiness].
Specifically, on [Date 1] you arrived at [Time], and on [Date 2] you arrived at [Time]. This behavior disrupts workflow and sets a poor example for other employees.
Company policy regarding attendance is clearly stated in the Employee Handbook, specifically section [Section Number]. You are expected to arrive on time for all scheduled work hours. Failure to improve your punctuality will result in further disciplinary action, up to and including termination of employment.
We want to help you succeed. Please come see me, or your immediate supervisor, [Supervisor Name], to discuss potential solutions to help you be on time. We expect to see an immediate improvement in your attendance.
Sincerely,
[Your Name/HR Department]
Email Example: Written Warning for Poor Performance
Subject: Written Warning – Performance Concerns
Dear [Employee Name],
This letter serves as a written warning regarding your performance in the role of [Job Title]. Over the past [Time Period], we have observed that your performance has not met the required expectations for the following areas:
- [Specific Example 1, e.g., “Meeting sales targets.”].
- [Specific Example 2, e.g., “Timely completion of projects.”].
- [Specific Example 3, e.g., “Quality of work produced.”].
Specifically, [Provide concrete examples of the performance issues, include dates, specific tasks, and the impact of the shortcomings. For example: “On the project delivered on July 12th, the final report was missing key data, impacting our ability to analyze the data.”].
To help you improve, we expect that you will:
- [Action 1, e.g., “Attend additional training on…”].
- [Action 2, e.g., “Submit all projects by the deadlines.”].
- [Action 3, e.g., “Meet with your supervisor weekly to review progress.”].
We will review your progress again on [Date]. Failure to improve your performance in these areas may result in further disciplinary action, up to and including termination of employment. Please sign the attached form acknowledging receipt of this warning. We are here to support you and believe you are capable of improvement. Please schedule a meeting with [Supervisor Name] or myself to discuss this further.
Sincerely,
[Your Name/HR Department]
Email Example: Written Warning for Violation of Company Policy (Dress Code)
Subject: Written Warning – Violation of Company Dress Code
Dear [Employee Name],
This letter is to inform you that you are receiving a written warning for violating the company dress code. Company policy, as outlined in the Employee Handbook, section [Section Number], requires [Specific dress code requirements, e.g., “business casual attire at all times.”].
On [Date], you were observed [Describe the violation in detail, e.g., “wearing ripped jeans and a graphic t-shirt.”]. This is a violation of company policy.
To ensure future compliance, you are expected to adhere to the dress code policy as stated in the Employee Handbook. Failure to comply with the dress code policy may result in further disciplinary action, up to and including termination of employment.
We encourage you to review the dress code policy in the Employee Handbook. If you have any questions, please feel free to ask.
Sincerely,
[Your Name/HR Department]
Email Example: Written Warning for Insubordination
Subject: Written Warning – Insubordination
Dear [Employee Name],
This letter serves as a written warning regarding an incident of insubordination. On [Date], you [Describe the insubordinate behavior in detail. Be specific. For example: “refused a direct order from your supervisor, [Supervisor Name], to complete the assigned task of…”].
This behavior is a direct violation of company policy regarding employee conduct and respect for authority, as outlined in section [Section Number] of the Employee Handbook. Refusal to follow a reasonable directive from a supervisor is unacceptable.
We expect you to follow all directives from your supervisor going forward. Failure to do so may result in further disciplinary action, up to and including termination of employment.
We will review your progress and conduct again on [Date]. Please come in for a meeting with [Supervisor Name] and me to discuss the incident further.
Sincerely,
[Your Name/HR Department]
Email Example: Written Warning for Excessive Absenteeism
Subject: Written Warning – Excessive Absenteeism
Dear [Employee Name],
This letter serves as a written warning regarding your excessive absenteeism. According to our records, you have been absent from work on [Number] occasions during the period of [Date] to [Date]. These absences are [Explain if they were excused, unexcused, or a combination]. Excessive absenteeism disrupts workflow and can negatively impact team productivity.
Our company attendance policy, as described in section [Section Number] of the Employee Handbook, requires employees to adhere to the attendance standards outlined, and that is that you have a regular and consistent attendance record. Your absences have exceeded acceptable levels, specifically [Give specific examples, e.g., “You missed three work days in the last month, and did not call in.”].
To improve your attendance, we require that you:
- Provide advance notice for all planned absences.
- Provide appropriate documentation, such as a doctor’s note, for all sick days.
- Adhere to the attendance policy, as stated in the Employee Handbook.
Failure to improve your attendance will result in further disciplinary action, up to and including termination of employment. Please provide an action plan that you intend to follow.
Sincerely,
[Your Name/HR Department]
Email Example: Written Warning for Harassment
Subject: Written Warning – Violation of Anti-Harassment Policy
Dear [Employee Name],
This letter serves as a written warning for violation of the company’s Anti-Harassment Policy. We received a report regarding your behavior on [Date(s)]. [Briefly describe the incident(s). Be specific and avoid ambiguous language, e.g., “You made inappropriate comments of a sexual nature towards [Colleague’s Name] during the team meeting on July 12th.”].
This behavior violates our company’s Anti-Harassment Policy, outlined in section [Section Number] of the Employee Handbook. The company has a zero-tolerance policy for harassment of any kind.
To ensure compliance with our policy, you must:
- Refrain from any further behavior that could be considered harassment.
- Attend [Mandatory training, e.g., “a mandatory training session on workplace harassment.”].
- Acknowledge in writing, within [Number] days, that you understand the seriousness of this warning and are committed to adhering to the company’s Anti-Harassment Policy.
Failure to comply with these requirements will result in further disciplinary action, up to and including termination of employment. We take these allegations seriously and expect you to abide by the company’s policy.
Sincerely,
[Your Name/HR Department]
Email Example: Acknowledgment of the Disciplinary Action
Subject: Acknowledgment of Written Warning
Dear [Employee Name],
Please sign and return this letter to acknowledge that you have received and read the written warning. Your signature does not necessarily mean you agree with everything in the letter, but it confirms that you have been informed of the issues and the expectations going forward.
Please review all the expectations set in the letter and take the necessary actions for improvement. If you have any questions or concerns, please speak to your supervisor or the HR department.
Thank you for your cooperation.
Sincerely,
[Your Name/HR Department]
———————————————————-
I, [Employee Name], acknowledge that I have received and read this written warning.
Employee Signature: _________________________
Date: _________________________
Writing A Disciplinary Letter requires clarity and precision. While each situation is unique, following a standard format helps in delivering the message effectively. Remember to always be professional, factual, and focused on improvement. Knowing how these letters work is a valuable skill for any employee.