Sometimes, you have to send a disciplinary email to someone at work. It’s a tough situation, and you want to make sure you handle it right. That’s why knowing What To Put In An Email For A Disciplinary is super important. This guide will walk you through the key things you need to include, along with some example emails you can adapt.
Key Elements of a Disciplinary Email
When writing a disciplinary email, you need to be clear, fair, and professional. Here’s what to focus on:
First, state the purpose of the email right away. Don’t beat around the bush. Let the employee know this is about a disciplinary matter. Second, provide a detailed description of the issue. Be specific about what happened, when it happened, and who was involved. Avoid vague language. Finally, clearly outline the company’s expectations moving forward and any consequences of not meeting those expectations.
Here’s a breakdown of what to include:
- **Subject:** Be clear and concise, like “Disciplinary Action – [Employee Name] – [Date].”
- **Employee Name and Job Title:** Always start with the person’s name and their role.
- **Date and Time of Incident:** Note when the issue occurred.
- **Specifics of the Issue:** Describe the issue thoroughly. This might include:
- Details of the misconduct
- Relevant company policies violated
- Witness statements (if applicable)
- **Relevant Policies:** Cite specific company policies that relate to the issue.
- **Previous Discussions:** Mention any prior warnings or discussions about the issue.
- **Consequences:** Clearly explain the consequences of the action (e.g., written warning, suspension, termination).
- **Corrective Action:** If the employee can improve, detail how they should address the issues.
- **Next Steps:** Outline the next steps, such as a meeting to discuss the issue.
- **Contact Information:** Provide your contact information for questions or concerns.
- **Closing:** End the email professionally.
Here’s a simple example you can use for structuring the body of the email:
- State the purpose of the email.
- Details of the Incident: Describe what happened.
- Company Policy: Cite the policy that was violated.
- Previous Actions: Mention prior discussions (if applicable).
- Disciplinary Action: Clearly state the consequence.
- Next Steps: Outline the next actions.
- Conclusion: Provide contact information and a professional closing.
It is crucial to document everything accurately and consistently. This helps you avoid misunderstandings and provides a solid basis if the disciplinary action needs to be escalated.
Email Example: For Tardiness
Subject: Disciplinary Action – [Employee Name] – Tardiness
Dear [Employee Name],
This email serves as a formal written warning regarding your recent instances of tardiness. We have documented multiple occasions where you have arrived late for your scheduled work shift.
On [Date 1], you arrived at [Time]. On [Date 2], you arrived at [Time]. Finally, on [Date 3], you arrived at [Time]. These instances of tardiness disrupt team workflow and impact overall productivity.
According to the company’s attendance policy, section [Section Number], employees are expected to arrive on time for their scheduled shifts. This policy is in place to ensure all team members are able to fulfill their responsibilities in a timely and effective manner.
This is the first formal written warning regarding your attendance. Further instances of tardiness will result in escalating disciplinary actions, up to and including termination of employment.
We expect your punctuality to improve immediately. Please ensure you arrive at work on time for all scheduled shifts. We encourage you to use resources such as the company calendar to better manage your schedule.
Please reply to this email within three business days to confirm receipt and understanding of this warning. If you have any questions, please contact me or your supervisor, [Supervisor Name], at [Supervisor Email Address] or [Phone Number].
Sincerely,
[Your Name]
[Your Title]
Email Example: For Poor Performance
Subject: Disciplinary Action – [Employee Name] – Performance Issues
Dear [Employee Name],
This email is to address concerns regarding your recent work performance. We’ve observed that your output has not met the expectations outlined in your job description and during your performance reviews.
Specifically, we’ve noted [Specific example 1, e.g., missed deadlines on the [Project Name] project]. In addition, [Specific example 2, e.g., consistently received negative feedback from clients regarding communication]. These examples impact team projects and are concerning as these do not meet the standards that are expected within the department.
Your performance is currently not meeting the expectations outlined in the [Policy Name] performance standards, section [Section Number]. This includes [Specific policy details relevant to performance].
You have already received informal feedback on [Date] and [Date] regarding your performance. We also discussed these issues in your performance review on [Date].
You are being placed on a performance improvement plan (PIP), which will be reviewed after [Number] weeks. The PIP will include [Specific goals, action items, and timelines]. Failure to meet the goals of the PIP may result in further disciplinary action, up to and including termination of employment.
We are confident in your ability to improve your performance with these resources and believe in your ability to contribute to this department effectively. We will be scheduling a meeting with you on [Date] at [Time] in [Location] to discuss the PIP in detail. Please come prepared to work together on a plan that facilitates your success.
Please feel free to contact me or your supervisor, [Supervisor Name], at [Supervisor Email Address] or [Phone Number] with any questions.
Sincerely,
[Your Name]
[Your Title]
Email Example: For Violating Company Policy (Dress Code)
Subject: Disciplinary Action – [Employee Name] – Dress Code Violation
Dear [Employee Name],
This email is to inform you about a violation of the company’s dress code policy.
On [Date] at approximately [Time], you were observed [Describe the violation, e.g., wearing ripped jeans and a graphic t-shirt to a client meeting]. This is in violation of the company’s dress code policy, section [Section Number], which requires business casual attire for client-facing meetings and interactions.
This is the first documented instance of a dress code violation. We previously discussed company dress code expectations during your onboarding on [Date].
You are receiving a verbal warning for this instance. You are expected to adhere to the company’s dress code policy in the future. Further violations of the dress code policy will result in further disciplinary action, up to and including termination of employment.
Please confirm your understanding of this warning by replying to this email within two business days. If you have any questions, please contact me at [Your Email Address] or [Phone Number].
Sincerely,
[Your Name]
[Your Title]
Email Example: For Insubordination
Subject: Disciplinary Action – [Employee Name] – Insubordination
Dear [Employee Name],
This email addresses the issue of insubordination. On [Date] at approximately [Time], during the [Meeting Name or Situation], you [Specifically describe the insubordinate act, e.g., refused a direct instruction from your supervisor, [Supervisor Name], to complete task X].
This action violates the company’s policy on workplace conduct, section [Section Number], which outlines expected behavior of all employees towards supervisors and co-workers.
There have been prior warnings, including a verbal warning on [Date] regarding [Issue], and a written warning on [Date] regarding [Issue].
As a result of this incident, you will receive a suspension for [Number] days, starting on [Date]. You will not be paid during this suspension. Further acts of insubordination will result in more severe disciplinary actions, including termination of your employment.
Please confirm your understanding of this disciplinary action by replying to this email within three business days. If you have any questions or concerns, contact me or your supervisor, [Supervisor Name], at [Supervisor Email Address] or [Phone Number].
Sincerely,
[Your Name]
[Your Title]
Email Example: For Excessive Absenteeism
Subject: Disciplinary Action – [Employee Name] – Excessive Absenteeism
Dear [Employee Name],
This email addresses your recent pattern of absenteeism. Over the past [Time Period, e.g., three months], we’ve noted that you have been absent from work on [Number] occasions, totaling [Number] days.
These absences have been documented on [Dates of Absence], which is in violation of company policy [Policy Name], section [Section Number]. Specifically, the policy requires employees to [Specific policy details about reporting absences and allowable limits].
On [Date], you were previously verbally warned about your absences. We also had a discussion on [Date] about your attendance.
You are receiving a written warning for these absences. Going forward, further unapproved absences will result in escalating disciplinary action, which may include suspension or termination of employment.
To address this, we are requesting [Outline specific requirements, e.g., a doctor’s note for any future absences, a meeting to discuss attendance, or a formal attendance plan].
Please reply to this email within three business days to confirm your understanding. If you have any questions, please contact me or your supervisor, [Supervisor Name], at [Supervisor Email Address] or [Phone Number].
Sincerely,
[Your Name]
[Your Title]
Email Example: For Harassment
Subject: Disciplinary Action – [Employee Name] – Harassment
Dear [Employee Name],
This email is to inform you about a serious allegation of harassment. We have received a report that you engaged in [Specific description of the harassment, e.g., made inappropriate comments to [Employee Name] on [Date] at [Time] that created a hostile work environment].
This behavior violates the company’s policy against harassment, as outlined in section [Section Number] of the Employee Handbook. We take all allegations of harassment very seriously.
This is a serious violation, and no prior warnings have been given. We have taken actions to address the complaint, and may be subject to a suspension of [Number] days, starting [Date]. Continued harassment, or any retaliation, will result in immediate termination of employment.
An investigation into this matter is ongoing. You will be contacted to discuss the allegations further during a meeting on [Date] at [Time] in [Location]. You have the right to have a representative present during this meeting.
Please confirm your understanding of this email by replying within two business days. Contact me or your supervisor, [Supervisor Name], at [Supervisor Email Address] or [Phone Number] with any questions.
Sincerely,
[Your Name]
[Your Title]
Remember, it’s always best to consult with your HR department or legal counsel before sending a disciplinary email. They can help you ensure you’re following company policies and all the necessary legal requirements.
By following these guidelines, you can write clear and effective disciplinary emails that address issues appropriately while promoting a fair and respectful workplace. Good luck!