Have you had difficulty crafting a discipline
letter for staff? Do you wish to find
help to create an appropriate letter?
We believe we can help you. The letter
has to do several things, but most of
all it must clearly define the infraction,
and how the company plans to respond.
Discipline Letter Sample
Date
Employee Name
Address
City, State, Zip
RE: Infraction Detail
This letter serves as written notice
to [name]. We have made the decision
to take disciplinary action regarding
[this situation].
At this point in the letter, it is good
to explain what action management has
taken previously. This sample discipline
letter should clearly define the prior
issues with the employee and then spell
out the disciplinary action taken in
the second paragraph.
We have decided to suspend [name] without
pay for the period of one week. The suspension
will go into effect immediately.
Our sincere hope is that this suspension
is met with reconciliation on the part
of the employee. We should not have to
warn the next step of action will be
termination.
You have the right to appeal this decision.
If you have questions about this disciplinary
action, please contact the Human Resources
Department.
Sincerely,
(Manager’s Signature)
Drafting Sample Employee Discipline
Letter
It is important to remember a court
can use the letter as legal evidence
in the future, so it is important to
draft a copy and have someone else in
the human resource department review
it. It is helpful to have templates ready
ahead of time that management has drafted
and reviewed with the help of legal counsel.
The sample employee discipline letter
we provided is a guide. The idea behind
the discipline letter is to provide a
paper trail for future reference. If
the employee’s behavior does not
improve, then managers can use this invaluable
documentation to clarify the procedures
taken to warn the employee that they
may lose their job if they did not change.
The manager should mail the sample employee
discipline letter to an employee or hand
it to them directly. If you choose to
mail the letter to the employee, then
be certain you use certified mail. You
do not want the employee claiming they
did not receive the letter, in case further
action has to be done. It may even be
wise to include a receipt notice that
they have to sign and return to the human
resource office. In this way, a business
owner or manager eliminates liability
on their part and can hold the employee
solely responsibility for any future
missteps.
Before
firing employee, there was so much stress.
Now everyone is working much better.
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