In the workplace, a good attitude matters as much as hard work does. When an employee commits a grave mistake, the company must notify him through a written warning. Inform the employee of his misconduct with the help of our Disciplinary Letter Templates! You don't have to start from a blank document. The templates contain original content that you can customize in just a short period. It's also print-ready and available for instant download. You save your effort as well. Get more amazing deals by signing up for our subscription plans now!

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.

General FAQs

  • What are the reasons for giving a disciplinary letter to an employee?

  • How many written warnings do employees get before dismissal?

  • Can you write a disciplinary letter without any basis?

  • What does insubordination mean?

  • Is a disciplinary action flexible?

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