Our employee
discipline procedure up to and including termination
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.
How
a confused employer finally figured out employee discipline and
termination.
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