Dealing with employee discipline is never easy, but it’s a necessary part of running a company. Sometimes, you need to send an email to address a problem. Understanding What To Put In An Email For A Disciplinary is crucial for ensuring fairness and protecting both the employee and the company. This guide will walk you through the key elements of writing a disciplinary email, providing examples to help you handle different situations.
Key Components of a Disciplinary Email
A disciplinary email isn’t just a message; it’s a formal communication that documents a problem and the actions taken to address it. That’s why it’s important to get it right. You should always:
- Be clear and concise.
- Focus on the behavior, not the person.
- State the specific policy or rule that was violated.
When you write a disciplinary email, always remember to:
- State the Problem Clearly: Explain the issue in detail. Be specific about what happened, when it happened, and who was involved. Use facts and avoid assumptions.
- Refer to the Policy: Mention the specific company policy or rule that was violated. This is important so the employee understands what they did wrong.
- Provide Evidence: If you have any proof like witness statements, emails, or reports, you can include it in a disciplinary email.
This documentation can be helpful if a situation escalates.
Here’s a quick reference table to help you structure your email:
| Element | Description |
|---|---|
| Subject Line | Clearly state the purpose (e.g., “Disciplinary Action – [Employee Name]”) |
| Opening | State the reason for the email and the date of the incident. |
| Details of the Issue | Provide a factual account of the violation, including specific examples. |
| Company Policy | Cite the specific policy(ies) violated. |
| Consequences | Outline the disciplinary actions to be taken. |
| Next Steps | Explain any further steps, like a follow-up meeting or performance improvement plan. |
| Closing | Reiterate the importance of the issue and offer support or resources. |
Example Email for a First Written Warning (Tardiness)
Subject: Written Warning – Tardiness
Dear [Employee Name],
This email serves as a written warning regarding your repeated tardiness in the past month. Specifically, on [Date], [Date], and [Date], you arrived late for work, exceeding the company’s acceptable limit of [Number] minutes past your scheduled start time of [Time].
This behavior is in violation of our company’s attendance policy, as outlined in the employee handbook, section [Section Number]. The policy states that repeated tardiness can result in disciplinary action, including a written warning.
As a result of these repeated instances, you are receiving a written warning. Further instances of tardiness will result in more severe disciplinary action, up to and including termination of employment.
We encourage you to improve your punctuality. Please ensure you arrive at work on time, as agreed to in the employee handbook. Let me know if you have any questions, or if there’s anything we can do to assist.
Sincerely,
[Your Name/HR Department]
Example Email for Poor Performance
Subject: Performance Improvement – [Employee Name]
Dear [Employee Name],
This email addresses your performance in the role of [Role] over the past [Period]. We’ve noticed some areas where your work hasn’t met the expected standards. Specifically, [Give 2-3 specific examples of the performance issues, e.g., missing deadlines, errors in work, failure to meet sales targets].
These issues do not meet the requirements for your role, outlined in your job description, particularly in relation to [Mention specific responsibilities or goals].
To help improve your performance, we’ve put together a performance improvement plan (PIP). The PIP will outline the areas needing improvement, specific goals, and the support available to you. We’ll schedule a meeting on [Date] at [Time] to discuss the PIP in detail. In the meantime, please review the documents attached.
We are committed to helping you succeed in your role. Please come prepared to discuss this plan and your commitment to improve.
Sincerely,
[Your Name/HR Department]
Example Email for Policy Violation (Social Media)
Subject: Disciplinary Action – Violation of Social Media Policy
Dear [Employee Name],
This email concerns a violation of our company’s social media policy, specifically regarding [Mention the specific policy violated, e.g., sharing confidential company information]. On [Date], you posted [Describe the social media post] on [Platform]. This content violated section [Section Number] of our Social Media Policy, which states [Quote the relevant section of the policy].
This action is a violation of our company policy, and we need to take this seriously to ensure the safety and privacy of our information.
We are providing a formal warning due to your actions. We’ll provide you with a copy of the policy and want to make it clear that any future infractions will lead to further disciplinary actions, which could include termination.
We encourage you to review the policy and be cautious with what you share online. If you have questions about this policy, please reach out.
Sincerely,
[Your Name/HR Department]
Example Email for Insubordination
Subject: Disciplinary Action – Insubordination
Dear [Employee Name],
This letter addresses the incident of insubordination that occurred on [Date]. During the meeting on [Date], [Give specific details of the incident, the directives given, and how they were ignored]. This behavior is a direct violation of company policy, especially regarding [Policy name, e.g., employee conduct and respectful workplace].
Your actions go against the respect and structure we try to cultivate in the workplace and will not be tolerated. This includes [Details the policy violation, e.g. Failure to carry out assigned task, disrespecting a senior colleague, refusal to follow instructions].
As a result of this insubordination, we are issuing a [Disciplinary Action, e.g., written warning, suspension]. This is effective immediately. We’ll be sending an additional letter with the policy details and the consequence of further disobedience.
We expect immediate compliance with instructions given to you by the management team. Let us know if you have any questions or concerns.
Sincerely,
[Your Name/HR Department]
Example Email for Harassment
Subject: Disciplinary Action – Harassment
Dear [Employee Name],
This email addresses the complaint made regarding [Describe the type of harassment, e.g., verbal harassment] towards [Name of the person]. Based on our investigation, we have gathered [Describe the specific evidence, such as witness statements or documented incidents] confirming that your behavior towards [Victim’s Name] on [Date(s) of incidents] constitutes harassment.
This behavior violates our company’s policy against harassment, as stated in the Employee Handbook [Section Number], where we explicitly prohibit [Specific examples of the policy violations].
We take all allegations of harassment very seriously. As a result of these actions, we are issuing a [Disciplinary Action: e.g., final written warning, suspension, or termination]. We may provide additional actions as well.
We will not accept harassment and if this behavior continues, then you will be subject to further disciplinary action, up to and including termination. We strongly encourage you to familiarize yourself with our policy. If you need any support or resources, please contact [Contact Information].
Sincerely,
[Your Name/HR Department]
Example Email for Excessive Absenteeism
Subject: Disciplinary Action – Excessive Absenteeism
Dear [Employee Name],
This letter concerns your attendance record, which has not met the expected work standards of our workplace. Based on our records, you have been absent from work on [Date] [Date], and [Date]. In total, this amounts to [Number] days of absenteeism within the last [Time period, e.g., six months].
Your absences are not within the accepted limits as listed in our employee handbook, under Section [Section Number]. Excessive absenteeism has a detrimental effect on team productivity and meeting goals.
As a result of the ongoing absenteeism, we are issuing a [Disciplinary Action: e.g., written warning, final written warning]. We will be monitoring your attendance closely going forward. Going forward, you will be asked to provide documentation if you are absent due to illness or any other circumstance.
We are ready to help you adhere to the policy. For any questions or clarifications, please contact me, or the HR team.
Sincerely,
[Your Name/HR Department]
Example Email for Violation of Safety Rules
Subject: Disciplinary Action – Violation of Safety Rules
Dear [Employee Name],
This email addresses the safety violation that took place on [Date] in the [Location]. During the incident, you were observed [Specific description of the safety violation]. This observation was confirmed by [Mention witness, video, or other sources of evidence].
This action is a violation of our company’s safety regulations, as specified in the Safety Handbook [Section Number]. Our safety standards are set to protect the safety of all employees, and to help create an environment free of accidents.
Due to the violation of safety rules, the company issues [Disciplinary action, e.g. formal warning, training, or other consequences]. We expect all employees to follow all policies and standards. We want to ensure that this doesn’t happen again.
We expect your full cooperation to avoid this from happening again. Should there be another violation, then additional measures will be taken. For additional help, please contact me, or [Contact information].
Sincerely,
[Your Name/HR Department]
In conclusion, knowing What To Put In An Email For A Disciplinary is key to addressing employee issues fairly and effectively. By clearly stating the problem, referencing the policy, providing evidence, and outlining the consequences, you can create a strong and documented record. The examples provided should help you adapt these letters to your situation. Always remember to be fair, consistent, and professional in your communication.