Dealing with employee issues can be tricky, but sometimes, you need to send an email about a disciplinary action. Knowing what to put in an email for a disciplinary is super important to make sure everything is clear and fair. This guide will help you understand the key things to include in your email, along with some real-life examples you can adapt.
Key Elements to Include
When you’re writing a disciplinary email, there are specific things you need to include to be thorough and professional. This helps ensure the employee understands the problem and what’s expected of them. Here’s a breakdown:
First, clearly state the issue at hand. Be direct, factual, and avoid any emotional language. Describe the specific incident or behavior that led to the disciplinary action. Then, state the policy that was violated, referencing the employee handbook or company policy. This ensures everyone knows the rules and what they did wrong.
Next, outline the consequences of the violation. This could be anything from a written warning to suspension or even termination, depending on the severity and your company’s policies. Explain the steps the employee needs to take to fix the issue and avoid future problems. Providing clear expectations is crucial for improvement. Consider including these:
- Specific behavioral changes needed
- Training or coaching required
- Deadlines for improvement
Finally, mention any right to appeal or discuss the situation. Let the employee know how they can respond to the disciplinary action. Providing a clear process for appealing or discussing the issue shows that you’re fair and gives the employee a chance to voice their concerns. You can also mention the date the email was sent and the HR contact person.
Email Example: First Written Warning for Tardiness
Subject: Written Warning – Tardiness
Dear [Employee Name],
This letter serves as a written warning regarding your consistent tardiness. On multiple occasions, you have arrived late for your scheduled shift, violating company policy on punctuality. For example:
- October 26, 2024: Arrived 15 minutes late.
- November 2, 2024: Arrived 20 minutes late.
- November 9, 2024: Arrived 10 minutes late.
Company policy states that employees are required to be on time for their scheduled shifts. Repeated tardiness disrupts workflow and impacts team productivity. This violates Section 3.2 of the Employee Handbook.
As a result of these violations, this written warning is being issued. Continued tardiness will result in further disciplinary action, up to and including termination of employment.
To avoid further disciplinary action, you are expected to arrive on time for all scheduled shifts, starting immediately. We encourage you to adjust your routine as needed to ensure you arrive on time.
Please acknowledge receipt of this warning by replying to this email. You have the right to discuss this matter with a member of the HR team, [HR Contact Person’s Name], by scheduling a meeting within five business days of receiving this email.
Sincerely,
[Your Name/HR Department]
Email Example: Performance Improvement Plan for Poor Performance
Subject: Performance Improvement Plan – [Employee Name]
Dear [Employee Name],
This email outlines a Performance Improvement Plan (PIP) to address areas where your performance has not met expectations. Specifically, your performance in [specific tasks or areas] has been below the required standards.
The following areas need improvement:
- [Specific Area 1]: For example, “Meeting deadlines”
- [Specific Area 2]: For example, “Accuracy of work”
- [Specific Area 3]: For example, “Communication with clients”
The expected performance standards are [clearly state expectations]. For example, meet all deadlines, produce accurate work, or communicate professionally with clients. You are expected to demonstrate improvement in these areas within [number] weeks, ending on [date].
We will provide you with [specific resources such as training, mentoring, etc.].
Your progress will be reviewed on [date] and [date]. Continued failure to meet the outlined expectations may result in further disciplinary action, up to and including termination of employment.
Please acknowledge receipt of this plan and confirm your understanding by replying to this email. You can also schedule a meeting to discuss this plan with [HR or manager’s name] within one week of receiving this email.
Sincerely,
[Your Name/Manager’s Name]
Email Example: Warning for Violation of Company Policy (Dress Code)
Subject: Warning – Dress Code Violation
Dear [Employee Name],
This email is to inform you that you were in violation of the company dress code policy on [date]. Specifically, you were observed [describe the violation – e.g., wearing inappropriate attire, wearing ripped jeans, etc.]
This is in violation of section 4.1 of the employee handbook, which states [summarize the relevant part of the dress code policy].
This is a written warning. You are expected to adhere to the company dress code in the future.
If this behavior continues, further disciplinary action will be taken, which may include suspension or termination.
Please confirm that you have received this email by replying to it. If you have any questions, please contact [HR contact person] within one week.
Sincerely,
[Your Name/Manager’s Name]
Email Example: Addressing a Conflict of Interest
Subject: Potential Conflict of Interest
Dear [Employee Name],
This email addresses a potential conflict of interest regarding [briefly describe the situation]. We have reason to believe that [explain the concern – e.g., you are involved in a business that competes with our company, you’re using company resources for personal gain, etc.].
Company policy (section 6.3 of the employee handbook) prohibits employees from engaging in activities that could create a conflict of interest. [Briefly explain the relevant part of the policy].
We request that you provide a written response to this email within [number] days, explaining the situation and how it aligns with the company policy. We will review the information and determine appropriate action.
Failure to provide a response or demonstrate a resolution to the conflict may result in disciplinary action.
You are welcome to discuss this further with [HR contact person].
Sincerely,
[Your Name/HR Department]
Email Example: Addressing Unauthorized Absence
Subject: Unauthorized Absence
Dear [Employee Name],
This email addresses your unauthorized absence from work on [date(s)]. No prior notice was given, and we have not received any explanation for your absence.
This is a violation of our attendance policy outlined in section 7.2 of the employee handbook, which requires employees to request leave in advance, except in cases of emergency. [Briefly summarise policy].
As a result of this unauthorized absence, you will receive [consequences – e.g., a written warning, unpaid leave, etc.]. Future absences without proper notice may result in further disciplinary action, up to and including termination.
Please provide an explanation for your absence by replying to this email within [number] days. We encourage you to contact [HR contact person] within one week to discuss the matter.
Sincerely,
[Your Name/Manager’s Name]
Email Example: Addressing Workplace Safety Violation
Subject: Workplace Safety Violation
Dear [Employee Name],
This email is to inform you of a workplace safety violation that occurred on [date]. You were observed [describe the violation: e.g., not wearing required safety equipment, improperly using machinery, etc.]
This is a violation of the company’s safety policy, as outlined in [specific section or page of the safety manual], which requires [briefly explain the safety rule].
This is a written warning. You are required to complete a safety refresher course by [date]. Failure to adhere to safety guidelines will result in further disciplinary action, including suspension or termination. [Explain what the employee needs to do to correct the issue].
Please confirm you have received this email by replying to this email. If you have any questions, please contact [HR contact person] within one week.
Sincerely,
[Your Name/Manager’s Name]
Knowing what to put in an email for a disciplinary can be challenging, but it’s an essential part of managing employees. By following the guidelines and examples provided, you can create clear, professional emails that address issues effectively and fairly. Remember to always be factual, provide specific details, and offer the employee a chance to respond.