Dealing with employee discipline is never fun, but sometimes it’s necessary. One of the most important steps in this process is communicating the issue clearly and professionally. Knowing What To Put In An Email For A Disciplinary is key to ensuring a fair process and protecting both the employee and the company. This guide will walk you through the essentials, offering clear examples to help you navigate this tricky situation.
Essential Elements of a Disciplinary Email
When writing a disciplinary email, you need to be super clear and specific. The goal isn’t to attack the employee, but to outline the problem and the expected outcome. Think of it like setting up a game plan. You need to explain the rules, the penalties for breaking them, and how the employee can get back on track.
Here are the core elements you should always include:
- The Date: Always date your emails.
- Employee Information: Include the employee’s name and job title.
- Subject Line: A clear and concise subject line. Something like “Disciplinary Action – [Employee Name]” works well.
Before you start writing, make sure you have all the facts straight. Your email should be based on concrete evidence, not assumptions or hearsay. This protects both the employee and the company. This means gathering all relevant documentation, such as performance reviews, attendance records, or witness statements. This ensures the disciplinary process is fair and defensible. Here’s how to ensure you’re covered:
- Review the employee’s job description and company policies.
- Gather all relevant documents.
- Consult with HR or a legal professional to ensure compliance with labor laws.
Here’s a simple table outlining key components to include:
| Component | Description |
|---|---|
| Issue | Clearly state the specific behavior or performance that’s the problem. |
| Expectation | Explain what the employee should have done instead. |
| Evidence | Provide specific examples or documentation. |
| Consequence | Outline the disciplinary action being taken. |
| Next Steps | Explain what the employee needs to do to improve. |
Example: Email for Poor Performance
Subject: Disciplinary Action – Performance – [Employee Name]
Dear [Employee Name],
This email is to address concerns regarding your performance in the role of [Job Title]. We’ve observed a decline in your performance over the past [Time Period], specifically concerning [Specific Area of Concern]. For example, [Provide specific examples, e.g., “You failed to meet the sales targets for Q2, resulting in a 15% shortfall.”].
Our expectation is that you meet all assigned targets. Please review the performance requirements within the performance reviews attached to this email.
This is the first step of disciplinary action for performance. As a result, you are required to attend performance improvement plan meetings and follow a weekly goal plan. Failure to improve will result in further action, up to and including termination of employment.
Please schedule a meeting with me within the next week to discuss this further. We can discuss these issues, how to improve, and the performance improvement plan.
Sincerely,
[Your Name]
[Your Title]
Example: Email for Attendance Issues
Subject: Disciplinary Action – Attendance – [Employee Name]
Dear [Employee Name],
This email addresses your attendance record. Our records indicate you have been absent from work on [Number] occasions during the past [Time Period], which violates company policy, as outlined in the Employee Handbook.
Our expectation is to adhere to the company’s attendance policy. Please avoid missing work, or request time off, according to our set policies.
As a result of these attendance issues, you are receiving a written warning. Please be aware that continued violations of the attendance policy may result in further disciplinary action, including suspension or termination.
Please review the company’s attendance policy, which is attached to this email. Please acknowledge receipt of this warning by replying to this email.
Sincerely,
[Your Name]
[Your Title]
Example: Email for a Violation of Company Policy
Subject: Disciplinary Action – Violation of Company Policy – [Employee Name]
Dear [Employee Name],
This email is to inform you that you have violated company policy regarding [Specific Policy Violated]. This incident occurred on [Date] and involved [Brief description of the violation, e.g., “unauthorized use of company property”].
Company policy states that [Quote the specific policy that was violated]. Our expectation is that employees follow these policies at all times to maintain a safe and productive work environment.
As a result of this policy violation, you are receiving a written warning. Further violations of company policy will result in more severe disciplinary action, up to and including termination.
Please acknowledge receipt of this warning by replying to this email. We will also schedule a meeting to discuss this further.
Sincerely,
[Your Name]
[Your Title]
Example: Email for Insubordination
Subject: Disciplinary Action – Insubordination – [Employee Name]
Dear [Employee Name],
This email addresses the incident on [Date] where you [Describe the specific act of insubordination, e.g., “refused to follow a direct instruction from your supervisor, [Supervisor’s Name], regarding [Specific task or request]”].
Our expectation is that all employees follow instructions from their supervisors. Refusal to do so undermines the team. Please make sure that you respond to your superior’s requests.
This behavior constitutes insubordination and is a serious violation of company policy. As a result, you are receiving a [Type of Disciplinary Action, e.g., “written warning” or “one-day suspension”]. Further instances of insubordination will result in more severe disciplinary action, including termination.
Please reply to this email to acknowledge receipt of this warning and let me know if you want to discuss the matter.
Sincerely,
[Your Name]
[Your Title]
Example: Email for a First Written Warning
Subject: Written Warning – [Employee Name] – [Reason for Warning]
Dear [Employee Name],
This letter serves as a written warning for [Specific reason for the warning, e.g., “repeated tardiness,” “failure to meet performance goals”].
On [Date(s)], you [Provide specific details about the issue, e.g., “were late to work,” “did not complete the assigned tasks”]. This violates [Company Policy or expectation, e.g., “the company’s attendance policy,” “performance expectations outlined in your job description”].
Our expectation is that you [State the expected behavior, e.g., “arrive to work on time,” “complete all assigned tasks by the deadlines”]. Please review [Relevant policies or documents, e.g., “the company’s attendance policy” or “your job description”].
This is a formal written warning. Failure to correct the behavior or meet the required standards may result in further disciplinary action, up to and including termination of your employment.
You are required to [State any specific actions the employee needs to take, e.g., “meet with your supervisor to discuss your performance,” “attend a training session”].
Please acknowledge receipt of this warning by signing and returning a copy of this letter. We want to help you improve and meet expectations.
Sincerely,
[Your Name]
[Your Title]
Example: Email for a Final Written Warning
Subject: Final Written Warning – [Employee Name] – [Reason for Warning]
Dear [Employee Name],
This letter serves as a final written warning for [Specific reason for the warning, e.g., “continued tardiness,” “failure to meet performance goals”]. This is further to the written warning you received on [Date of Previous Warning].
Despite previous warnings and opportunities to improve, you have [Describe the continued issues, e.g., “continued to be late to work,” “failed to meet the required performance standards”]. Specifically, [Provide details with concrete examples, e.g., “You were late on [Dates], and your sales figures for [Month] were [Specific figures], which is below the required targets”].
Our expectation remains that you [State the expected behavior, e.g., “arrive to work on time,” “meet all performance goals”]. Please review [Relevant policies or documents, e.g., “the company’s attendance policy” or “your job description”].
Failure to correct the behavior or meet the required standards may result in the termination of your employment. Further, you will be [Specific consequences, e.g. “removed from all team projects”].
You are required to [State any specific actions the employee needs to take, e.g., “attend a meeting with HR,” “participate in any additional training sessions”].
Please acknowledge receipt of this warning by signing and returning a copy of this letter. We want to help you improve and meet expectations.
Sincerely,
[Your Name]
[Your Title]
Knowing What To Put In An Email For A Disciplinary is a critical skill. It helps maintain professionalism, provides clarity, and supports fairness in the workplace. By following these guidelines and using these examples, you can create effective disciplinary communications that protect both the employee and the company. Remember to always consult with HR or legal counsel to ensure compliance with all applicable laws and company policies.