Letter of Discipline to Employees (Word Format)

A letter of discipline is written to an employee to address an issue at work. The issue may be due to his insubordination, performance failure, unprofessional behavior, co-worker complaints, or other work-related problems. The authorities write this letter to consider the issue. It serves as a means to warn the employee or reprimand him.

Below are the general guidelines for composing a disciplinary letter for an employee.

Clearly State the Issue

The letter begins by stating its purpose. Describe the issue you are writing in response to. The employee must know exactly what management’s complaint is regarding his performance or behavior at work.

Discuss the Negative Impact of the Issue on the Organisation

Let the employee know how his declining performance, inevitable work failures, or other complaints may affect the organization’s overall success. The issue may also negatively impact the employee’s career. It is essential to include this brief discussion in this letter to emphasize why the issue cannot be overlooked.

Provide Possible Solutions

The letter can present possible solutions to address the issue. You may state relevant company policies that must be followed here.

Inform about any Subsequent Action.

The employee may be required to attend a disciplinary meeting. This letter should inform the employee of the meeting date, time, and venue. Likewise, it should notify the employee of any action management has decided to take in response to the issue under discussion.

Provide a Deadline for Improvement

You may define a timeline for the employee’s performance improvement. State clearly what this timeline or deadline is.

State the Consequences of Non-Compliance

Do state what may happen if the employee continues his unprofessional behavior or fails to achieve work goals. He may face suspension or termination. Provide him a warning so that he takes this letter of discipline seriously.

Sample Letter -1

Management has received several complaints about your behavior with clients. Let me remind you that the company does not allow any unpleasant attitude toward its valuable customers, regardless of the circumstances. This matter is, therefore, of grave concern.

Our behavior with our clients determines the company’s reputation and popularity. A single disgruntled client may result in a significant loss of business for us. Moreover, to beat the competition in the market, we must focus wholeheartedly on winning over our vitality. However, your disregard for this vital policy has raised serious concerns regarding your services. You must attend a disciplinary meeting on Monday, 24th April at 10 am in Conference Hall 2.

Attending the meeting is mandatory. Please be punctual.

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Sample Letter -2

This is a written warning about your declining work performance. As discussed in our meeting on Tuesday, you must show a noticeable improvement before your following quarterly performance assessment.

When you were hired as our employee two years ago, your performance appeared promising. However, over time, you have lost your focus. It would be best if you replenished your energy and passion for work. We would like to see you perform to your full potential.

You are advised to follow all your suggestions during our meeting to improve your work performance. Let us remind you that failure to achieve your project goals before the provided deadline may lead to your termination. You must, therefore, take this warning seriously.