Writing A Disciplinary Letter can be a tricky part of a manager’s job. It’s never fun to tell someone they’re not meeting expectations, but sometimes it’s necessary. This guide will walk you through the steps and provide examples to help you understand the process and write effective disciplinary letters.
Why Disciplinary Letters Matter
Disciplinary letters are formal documents that address an employee’s performance or behavior issues. These letters serve several important purposes:
* They document the problem:
* They create a record of the issues that occurred.
* They clarify expectations:
* They clearly state what needs to change.
* They outline consequences:
* They explain what will happen if things don’t improve.
* They provide a chance for improvement:
* They give the employee a chance to fix the problem.
Having a well-written disciplinary letter is important for legal reasons and for creating a fair work environment. When you have to let someone go for underperforming, a written record will help prove you followed the rules. Also, it shows everyone that the company is serious about fairness.
Here’s a simple table to show you what a disciplinary letter usually includes:
| Section | Description |
|---|---|
| Date and Employee Information | The date the letter was written and the employee’s name and job title. |
| Issue Description | A clear and specific description of the problem. |
| Expectations and Consequences | What needs to improve and what will happen if it doesn’t. |
| Employee Acknowledgment | A space for the employee to sign and acknowledge the letter. |
Email Example: Addressing Tardiness
Subject: Written Warning – Excessive Tardiness
Dear [Employee Name],
This letter serves as a written warning regarding your recent pattern of tardiness. We have noticed that you have been late to work on [number] occasions during the past [time period], specifically on [dates]. This is a violation of company policy, which states that employees are expected to arrive on time and be ready to work at the start of their scheduled shift.
We understand that unforeseen circumstances can sometimes cause delays, but your frequent tardiness is disruptive to the team and impacts our ability to serve our clients effectively. We need you to be punctual to your shifts.
To resolve this, you are expected to arrive on time, every day. If you are late again, it will result in further disciplinary action, up to and including termination of employment. Please review the company’s attendance policy, which is available in the employee handbook.
Please acknowledge receipt of this warning by signing and returning a copy of this letter to [Manager’s Name] by [date].
Sincerely,
[Your Name/Manager’s Name]
[Your Title/Manager’s Title]
Email Example: Addressing Poor Performance
Subject: Performance Improvement Plan – [Job Title]
Dear [Employee Name],
This letter is to inform you that your recent performance has not met the expectations for your role as a [Job Title]. Specifically, we have concerns regarding [specific areas of concern, e.g., meeting deadlines, quality of work, customer service].
To help you improve, we have created a Performance Improvement Plan (PIP). The PIP outlines specific goals and how your performance will be measured. These goals include:
- Completing all assigned tasks by the due date.
- Ensuring 90% accuracy on all tasks.
- Receiving positive feedback from clients/customers.
We will meet with you weekly to discuss your progress and provide feedback. We will also provide training and resources. Your PIP will be in effect for [duration, e.g., 30 days]. Failure to meet the goals outlined in this PIP may result in further disciplinary action, including termination.
Please sign and return a copy of this letter to acknowledge receipt of this plan. We are committed to helping you succeed and look forward to seeing your improvement.
Sincerely,
[Your Name/Manager’s Name]
[Your Title/Manager’s Title]
Email Example: Addressing Insubordination
Subject: Written Warning – Insubordination
Dear [Employee Name],
This letter serves as a written warning regarding your insubordinate behavior on [Date]. On that day, you [describe the specific instance of insubordination, e.g., refused to follow a direct instruction, argued with a supervisor in a disrespectful manner]. This is a violation of company policy regarding workplace conduct and respect.
Insubordination undermines authority and creates a negative work environment. We expect all employees to follow instructions and treat their supervisors with respect.
To resolve this, you are expected to follow all instructions given by your supervisors and maintain a respectful and professional demeanor at all times. Failure to do so will result in further disciplinary action, which could include suspension or termination of employment.
Please acknowledge receipt of this warning by signing and returning a copy of this letter to [Manager’s Name] by [date].
Sincerely,
[Your Name/Manager’s Name]
[Your Title/Manager’s Title]
Email Example: Addressing Violation of Company Policy
Subject: Written Warning – Violation of Company Policy
Dear [Employee Name],
This letter serves as a written warning regarding your violation of the company’s policy on [specific policy, e.g., internet usage, dress code, social media]. On [date], you [describe the specific violation, e.g., accessed inappropriate websites on company computers, came to work in violation of the dress code]. This behavior is a violation of our policy, as outlined in the employee handbook.
We want all employees to follow company policies to maintain a professional and productive work environment.
To resolve this, you are expected to [state what the employee needs to do to correct the behavior, e.g., refrain from accessing inappropriate websites on company computers, adhere to the dress code]. Continued violation of this policy will result in further disciplinary action, including potential termination.
Please acknowledge receipt of this warning by signing and returning a copy of this letter to [Manager’s Name] by [date].
Sincerely,
[Your Name/Manager’s Name]
[Your Title/Manager’s Title]
Email Example: Addressing Attendance Issues (Excessive Absenteeism)
Subject: Written Warning – Excessive Absenteeism
Dear [Employee Name],
This letter serves as a written warning regarding your recent pattern of absenteeism. Your attendance record shows that you have been absent from work on [number] occasions during the past [time period]. This is a violation of the company’s attendance policy, which requires employees to be present and on time for all scheduled shifts, unless they’ve notified the company with an acceptable reason for an absence.
We understand that unforeseen circumstances can sometimes cause absences, but your frequent absences are disruptive to the team and can affect our operations. Your attendance must improve immediately.
To resolve this, you are expected to improve your attendance. Any future absences will require proper notification and documentation. Unapproved absences will result in further disciplinary action, up to and including termination of employment. Please review the company’s attendance policy, which is available in the employee handbook.
Please acknowledge receipt of this warning by signing and returning a copy of this letter to [Manager’s Name] by [date].
Sincerely,
[Your Name/Manager’s Name]
[Your Title/Manager’s Title]
Email Example: Addressing Workplace Conflict
Subject: Written Warning – Workplace Conflict
Dear [Employee Name],
This letter serves as a written warning regarding your involvement in a recent workplace conflict. On [date], you were involved in [describe the specific incident, e.g., an argument with a coworker, aggressive behavior]. This behavior goes against our company’s policy on workplace conduct and professionalism.
We want everyone to work together peacefully and respectfully. Conflicts harm our working atmosphere and are disruptive.
To resolve this, you are expected to [state expected behaviors, e.g., to communicate in a professional and respectful manner with coworkers and managers. Failure to do so will result in further disciplinary action. This could include suspension or termination.
Please acknowledge receipt of this warning by signing and returning a copy of this letter to [Manager’s Name] by [date].
Sincerely,
[Your Name/Manager’s Name]
[Your Title/Manager’s Title]
Email Example: Addressing a Safety Violation
Subject: Written Warning – Safety Violation
Dear [Employee Name],
This letter serves as a written warning regarding a recent safety violation. On [Date], you [describe the specific violation, e.g., failed to wear required safety equipment, did not follow safety procedures]. This behavior is a violation of our company’s safety policies and could put yourself and others at risk.
We are dedicated to providing a safe work environment for everyone. Safety rules are in place for everyone’s safety.
To resolve this, you must [state what the employee needs to do to correct the behavior, e.g., ensure that you always wear the required personal protective equipment (PPE) and follow all safety procedures]. Any further violations of safety protocols will result in further disciplinary action, which may include suspension or termination of employment.
Please acknowledge receipt of this warning by signing and returning a copy of this letter to [Manager’s Name] by [date].
Sincerely,
[Your Name/Manager’s Name]
[Your Title/Manager’s Title]
By following these tips and using the examples, you can write disciplinary letters that are clear, fair, and effective. This approach helps resolve issues and create a better workplace environment for everyone.