Issuing a disciplinary notice to an employee for misconduct is a common HR practice. This allows HR professionals to discipline the worker and ensure that everyone stays compliant to the rules mentioned in the company handbook. Let’s take a look at sample disciplinary notice letter templates for guidance.
A disciplinary letter is a rap on the knuckles in the form of suspension from work for certain days, a docking of salary or withdrawal of some perk or any other action that a company has chalked out in its rule book. It serves as a document to reduce legal risks when firing an individual.
Any inappropriate behavior or indiscipline in the workplace is not something that should be overlooked by the employers. If such behavior is left unchecked, it leads to a culture of neglect and spreads dissatisfaction among other employees.
The first step that any organization generally takes is a verbal warning for smaller infractions. But a repetition or deliberate overstepping of office rules or any unprofessional or fraudulent conduct calls for strict action.
The warning letter also helps in setting expectations for future behavior and may be a precursor to termination.
Generally, HR departments have a formal process to record misconduct and carry out the necessary actions. It is important to remember that that employee should be given a chance to give his version of the events. A summary dismissal or reprimand, or punishment is not recommended.
Here are a few templates of disciplinary letters for guidance.
DISCIPLINARY WARNING LETTER TEMPLATE 1
The purpose of this disciplinary notice is to emphasize the seriousness of regular attendance to an employee who has been irregular at work in spite of being verbally advised against it.
Employee name Date:
Subject: Disciplinary action for irregular attendance
This letter brings to your attention that you have ignored all warnings and discussions about your irregular attendance at work. Inspite of a discussion on the issue and a warning the office has noticed no improvement in your attendance.
We have been monitoring your attendance and clock in and clock out time and have noticed that you have continued to come to the office irregularly, late, and leaving early. We have attached the attendance and timing rota with this letter for your perusal.
We are forced to inform you that if this behavior continues, we will be docking a full day’s pay when you take a leave of absence forthwith and half a day’s pay for clocking in late or leaving early in contravention to office rules(beyond15 minutes leeway).
You will be monitored for 60 days, and if no improvement in timings or attendance is observed, you will be put on notice.
Signature and name
DISCIPLINARY WARNING LETTER TEMPLATE 2
This template will help you give a disciplinary action notice to an employee to discuss a potential misconduct in the workplace.
An invitation to attend a disciplinary meeting about serious misconduct
Private and confidential
Dear (employee name)
I want to meet you on (date and time) to discuss a matter that has been brought to my notice about your serious misconduct at the XYZ Marketing Conference.
I am seriously concerned about the information you relayed about our product. (Give details how the employee has breached the company trust. Also give details of the explanation that the employee has provided for his behavior, which you find unsatisfactory) In our company, such behavior leads to serious consequences (list out the actions that the company can take for the behavior).
The meeting will be attended by (give names and designation). You are entitled to bring a legal or union representative or other support person
We are very concerned about the matter and want to give you a chance to explain. If the matter is proved, this might amount to a dismissal under section abc of the Company’s Code of Conduct policies.
I will consider your response and undertake any further required investigation before a decision is made. Please confirm that you are able to attend the meeting at the organized time by (time and date).
If you have any questions about this matter please get in touch with me directly.
HR Head Signature
SAMPLE LETTER OF REPRIMAND 3
This is a sample reprimand letter to an employee which can be used if the misconduct isn’t serious and you’re reluctant to take disciplinary action at work.
Re: Letter of Reprimand
This is an official disciplinary action letter for your failure to appropriately safeguard the confidential knowledge you have acquired about the employees who report to you. It has been brought to my notice that you revealed information that was shared with you in confidence by an employee to other employees. This is a violation of the confidentiality rights of the employee.
It is also a breach of your role and expected conduct. The severity of your actions justifies disciplinary action. A copy of this reprimand will be placed in your official personnel file.
You have already been found in breach of conduct for an earlier misdemeanour of a similar nature. You were counselled to refrain from a repetition of similar behavior.
Your position demands that you exercise good judgment as an employee entrusted with management responsibilities. We would like to have a preliminary meeting on such and such date to discuss the course of action. Please do confirm your availability by (date and time).
Another breach of our confidence in your ability to carry out any of your expected managerial roles will result in additional disciplinary action up to and including the possibility of employment termination.
Acknowledgement of Receipt:
When it comes to disciplinary action letters, it’s important to be straightforward. If you wish to make the warning letter more detail-oriented, you may refer to the company’s policies in order to support your claims to keep things professional and polite. This should also help you avoid unnecessary conflict or potential liability.