Disciplinary Action Letters to Employee

It is very important for everyone working in the organization to follow the company’s rules and regulations. Whenever an employee is hired, s/he is informed about these rules and regulations.

It is also said that discipline in the organization is very important. However, if the employee is thrilled to do so unintentionally or because of careless behaviour, the hiring manager and the employer have a right to write a disciplinary action letter to the employee.

The use of disciplinary action letters is a very severe action against the careless and non-serious behaviour of the employee. These letters are written not only to warn the employee but sometimes also to inform the employees about their suspension from the job.

Sometimes, this letter informs the employee that his salary is being deducted to compensate for the loss caused by his carelessness or negligence.

How do you write the disciplinary action letter?

You should identify the problem that was caused due to indiscipline. It should be confirmed that the person you will write this letter to is involved in this matter of indiscipline.
You should meet the employee in person and discuss the entire matter with him in detail. The letter should clearly state the impact of the employee’s action and explain the company’s expectations of the employee.
The letter should warn the employee about his non-serious behaviour and explain the consequences of not following the company’s rules.

Tips to write disciplinary action letter:

While writing this letter, it should be remembered that there are no grammatical or spelling mistakes. Any such mistake shows the employer’s casual behaviour. Avoid making this letter personal. For this, the tone of the letter should be professional. Keep the letter to the point. Refer to all the prior warnings given to the employee.

Sample Disciplinary Action Letter

#1

This letter formally addresses the disciplinary action taken in response to your excessive absenteeism. Despite our warnings, you have been absent without prior notice on multiple occasions this month. As a result, the workflow of your entire team has been disrupted, causing a delay in your tasks.

Therefore, effective immediately, we are issuing you a three-day suspension without pay from October 10th to October 12th, 20XX. If you continue to neglect our attendance policies, we will be compelled to take stricter disciplinary action.

We advise you to maintain regularity at work. You are expected to exhibit a more disciplined and responsible work attitude.

#2

We are writing to discuss an important matter regarding your work performance. After multiple discussions regarding the quality of your work, we have noted that your performance continues to fall below our standards. Your recent assignments required multiple revisions, causing a delay in the project’s completion.

As a result, we are placing you on probation for the next 60 days. During this period, we will monitor your output. Failure to show improvement may result in further disciplinary action, and we might consider termination.

Kindly meet with your supervisor for guidance and discuss the company’s goals and expectations.

#3

We are writing to inform you that management is taking disciplinary action due to your misuse of company resources. On September 12, 20XX, you were issued a formal warning against the personal use of the company’s internet during office hours. However, despite the warning, you continued to violate the company’s policy regarding using the office internet.

Consequently, we are restricting your internet access to necessary work-related websites only. This measure will remain in effect for the next 30 days, after which your access will be reviewed.

Please note that further violations may lead to more severe actions. Therefore, you are advised to avoid the misuse of office resources in the future.

#4

This letter informs you that we are taking disciplinary action due to your unauthorized absence from October 15th to October 17th, 20XX. As per company policy, all leave requests must be approved in advance. However, you have violated the policy by taking 3 days off without prior notice or leave application.

To address this violation, we are placing you on probation for 30 days. During this period, you must strictly adhere to all company policies, including regular attendance and punctuality. Failure to do so may result in your termination.

You are strictly advised to avoid further violations.

#5

This is in response to your inappropriate conduct during the team meeting on Thursday, August 22nd. We have been reported that you raised your voice and used disrespectful language with a colleague. We are incredibly disappointed with your behaviour. As a result, you must face disciplinary action.

You are suspended for 2 days, from 26^th August to 27^th August. The company follows a strict code of conduct. Therefore, if you are found to be involved in any misconduct in the future, you will be terminated immediately.

We advise you to show professional behaviour in future.

#6

Dear [Recipient]

I hope you’re great. We had previously written to you regarding your discipline at work. However, we have not received a response from you. In the last directors’ meeting, we discussed your attitude at work, which seems very poor and unacceptable.

In the recent meeting, it was discussed that your performance has been constantly unsatisfactory. One reason for this poor performance is your lack of discipline in multiple ways. Hence, we have decided to take disciplinary action against you rather than dismissing you.

[You can further add the disciplinary action that you have taken against the employee]

Preview and Details of Template

Disciplinary Action Letter for Failure to Meet Deadlines

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