How to Write a Disciplinary Letter?
A disciplinary letter is a formal message to an employee regarding his performance or behavior in the office. This letter aims to inform the staff about a violation of the employee code of conduct
There are some unfortunate misconducts in the office that are out of your control. Whether it involves a person or a group of employees, disciplinary action is the best way to make the employee come to his senses. You need to write a disciplinary letter for that. If you need some ideas, read some of our tips below.
1. Identify the Problem
State the mistake the employee did. Give its full details, such as the violation committed, when and where it happened, the other people involved, and how long it took before you sent the formal letter. If it's a matter of attendance, make sure to check the employee's timesheet.
2. Explain the Impact
Describe the impact and consequences the employee committed. Explain how his actions affect more than one area of the workforce. Have some backup information by providing documents to prove the employee's misconduct.
3. Set Expectations
This is where you meet halfway with the employee. Prompt the employee to meet the expectations that you set for him. List it down in a bullet form, so it will be convenient for the employee to read.
4. Give a Warning
The last paragraph of your letter should serve a warning to the employee. Explain future consequences if he doesn't meet the expectations stated in the letter. Suspension and termination are some of the consequences that you can impose.
5. Get the Signature
Make sure the employee agrees to the terms in the letter. Get his signature and secure copies of the document for both of you.
What are the reasons for giving a disciplinary letter to an employee?
Some of the reasons for giving an employee a disciplinary letter include:
1. Gross misconduct
2. Poor performance
3. Unprofessional behavior
How many written warnings do employees get before dismissal?
It usually depends on the company's code of conduct. Typically, a verbal warning is the first warning if an employee commits misconduct. Two written warnings come after if the misconduct happens again.
Can you write a disciplinary letter without any basis?
No, you can't. There has to be facts and testimonies to prove that an employee did grave misconduct. As an employer, you have to be factual in writing this letter. The expectations and second wave of warning that you set for the employee depends on the facts that you have.
What does insubordination mean?
Insubordination means refusal to obey the commands of the direct supervisor. This action can lead to serious consequences. An employee who doesn't respect the commands of his superior is difficult to manage.
Is a disciplinary action flexible?
Yes, if the employee meets the expectations of the employer after the disciplinary action. Both the employee and the employer must sign the letter to reach an amicable agreement and prevent any misunderstandings in the future.