Dealing with disciplinary issues at work is never fun, but sometimes it’s necessary. One of the first steps is often sending an email. Knowing what to put in an email for a disciplinary action can make the process smoother and fairer for everyone involved. This guide will walk you through the key elements and give you some examples to help you craft effective emails that are clear, professional, and follow best practices.
Key Elements to Include in Your Disciplinary Email
When writing a disciplinary email, it’s crucial to be clear, concise, and professional. You need to ensure the employee understands the issue and what’s expected of them. Here’s what you should generally include:
First, clearly state the purpose of the email. Don’t beat around the bush. Next, describe the specific issue or incident that led to the disciplinary action. Include dates, times, and any relevant details. Make sure you also include the company policy or guideline that was violated. Provide details about what action is being taken, such as a verbal warning, written warning, suspension, or termination. Lastly, provide clear expectations for the employee moving forward, including what they need to do to improve or avoid further disciplinary action. It is important to keep a copy of all disciplinary actions for your records. Consider these points:
- Be factual and avoid emotional language.
- Use simple, easy-to-understand language.
- Proofread your email carefully before sending it.
Here’s a brief table of key elements to include:
| Element | Description |
|---|---|
| Purpose | Clearly state that the email is for a disciplinary action. |
| Issue Details | Describe the specific incident or behavior. |
| Policy Violation | Reference the specific company policy. |
| Action Taken | State the disciplinary action being taken. |
| Expectations | Outline what the employee needs to do moving forward. |
Email Example: For Tardiness
Subject: Written Warning – Excessive Tardiness
Dear [Employee Name],
This email serves as a written warning regarding your excessive tardiness. We have noticed a pattern of you arriving late to work on several occasions. Specifically, you were late on the following dates:
- [Date] – [Time]
- [Date] – [Time]
- [Date] – [Time]
This behavior violates our company policy on punctuality, as outlined in the Employee Handbook, section [Section Number]. The policy states that employees are expected to arrive on time for their scheduled shifts.
You are receiving a written warning. Further instances of tardiness may result in more severe disciplinary actions, up to and including termination of employment.
We expect you to arrive on time for all future shifts. If you anticipate any issues, please notify your supervisor in advance.
Sincerely,
[Your Name/HR Department]
Email Example: For Poor Performance
Subject: Performance Improvement Plan
Dear [Employee Name],
This email is to inform you that your performance has not met the required standards for your role as [Job Title]. We have observed a need for improvement in the following areas:
- [Specific example 1]
- [Specific example 2]
- [Specific example 3]
These issues are in conflict with the job description requirements outlined in the Employee Handbook, section [Section Number].
We are implementing a Performance Improvement Plan (PIP) to help you improve your performance. The PIP will include:
- Specific goals to achieve
- Training or support resources
- Regular check-in meetings
You will have [Timeframe] to meet the goals outlined in the PIP. Failure to improve may result in further disciplinary action. We are committed to helping you succeed in your role. Please respond to this email to schedule a meeting to discuss the PIP in detail.
Sincerely,
[Your Name/HR Department]
Email Example: For Insubordination
Subject: Written Warning – Insubordination
Dear [Employee Name],
This email serves as a written warning regarding an incident of insubordination that occurred on [Date]. During a meeting/task assignment [describe the incident]. This behavior goes against company policy, which dictates [cite specific policy].
Your actions are considered insubordinate and are unacceptable. As a result, you are receiving a written warning. Further instances of this behavior may result in more severe disciplinary actions, up to and including termination of employment.
We expect you to follow instructions from your supervisors and to treat all colleagues with respect. Should you have any concerns, please address them appropriately through the proper channels.
Sincerely,
[Your Name/HR Department]
Email Example: For Attendance Issues
Subject: Disciplinary Action – Excessive Absenteeism
Dear [Employee Name],
This email serves as a formal warning regarding your excessive absenteeism. According to our records, you have been absent from work on [Number] days within the past [Timeframe]. This is a violation of our attendance policy, as detailed in the Employee Handbook, section [Section Number].
Examples include:
- [Date] – [Reason]
- [Date] – [Reason]
- [Date] – [Reason]
We need you to have better attendance going forward. You are expected to provide documentation, like a doctor’s note, if you have to call out. Further absences may result in further disciplinary action. We will schedule a meeting to discuss this further.
Sincerely,
[Your Name/HR Department]
Email Example: For Code of Conduct Violation
Subject: Violation of Company Code of Conduct
Dear [Employee Name],
This email is a formal warning regarding your violation of the Company Code of Conduct. Specifically, the incident on [date] involved [brief, factual description of the violation]. This behavior goes against company policy, which dictates [cite specific policy].
As a consequence of this violation, you will be [disciplinary action]. This action is based on the severity of the misconduct and the company’s policies regarding appropriate behavior.
We want you to understand that this type of behavior is unacceptable. Moving forward, you must adhere to all aspects of the Code of Conduct. Any further violations will result in more severe disciplinary actions.
Sincerely,
[Your Name/HR Department]
Email Example: For Using Company Resources Incorrectly
Subject: Misuse of Company Resources
Dear [Employee Name],
This email serves as a formal warning regarding the misuse of company resources. We have received reports and have evidence that [explain what happened, e.g., you used the company internet for personal streaming, or company vehicle for personal trip]. This violates our company policy about acceptable use of company property, as outlined in the Employee Handbook, section [Section Number].
This has resulted in [consequences, e.g., lost productivity, added expenses].
To prevent this from happening again, we expect you to comply with the company’s policy on the use of resources.
Failure to adhere to this policy may result in further disciplinary action. Please respond to this email to confirm that you have read and understood the information.
Sincerely,
[Your Name/HR Department]
In conclusion, crafting effective disciplinary emails requires careful attention to detail, clarity, and professionalism. By including the necessary elements, using clear language, and providing specific examples, you can ensure that your emails are understood and help encourage positive change. Always consult with your HR department or legal counsel for specific guidance on company policies and local labor laws before taking disciplinary actions.