Disciplinary Letter Templates

Call Out the Attention of Problematic Students and Employees Using Our Disciplinary Letter Templates. They Help You Issue Formal Written Warnings for Attendance Issues, Poor Performance in School or Work, Unprofessional Behavior, and Many More. With Our Letter Samples, You Won't Have to Write Disciplinary Letters from Scratch. Download for Free on Template.net.See more

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. 


  • 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
      4. Insubordination

  • 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.