Dealing with employee discipline is never easy. Sometimes, you need to send an email to address a problem with an employee’s performance or behavior. Knowing What To Put In An Email For A Disciplinary is super important. A well-written email can make sure everyone is on the same page and can help avoid bigger issues down the road. This guide will walk you through what you need to include in your disciplinary email, along with some helpful examples.
Key Information to Include
When writing a disciplinary email, it’s important to be clear, direct, and fair. Here’s what you absolutely need to include:
First, you need to clearly state the purpose of the email. Let the employee know upfront that this is a disciplinary action. Next, you need to clearly explain the issue. Provide specific details about the problem, including dates, times, and any relevant examples. Without this, it’s hard to know what needs to change. This ensures there are no misunderstandings and that the employee understands exactly what they did wrong. Finally, explain the consequences of their actions. This shows the seriousness of the situation and what might happen if the behavior continues.
Consider breaking down the specific issues into a list. Here are some examples:
- Poor performance on project X.
- Unprofessional conduct during the meeting on July 12th.
- Repeated tardiness.
Another important element is to include the steps that the employee needs to take. You can use a numbered list to outline clear steps for improvement, like this:
- Attend a training session on time management.
- Submit all reports by the end of each workday.
- Refrain from using inappropriate language in the workplace.
Example Email: For Poor Performance
Subject: Written Warning – Performance Issues
Dear [Employee Name],
This email serves as a written warning regarding your recent performance. We have observed some areas where your work has not met the required standards. Specifically:
- Project X: Missed the deadline and failed to deliver key objectives.
- Customer Feedback: Received negative feedback from clients regarding communication.
We have provided training resources in the past. We expect to see immediate improvements in these areas. Your performance will be reviewed again in two weeks. Your failure to improve may result in further disciplinary action.
Sincerely,
[Your Name]
[Your Title]
Example Email: For Attendance Issues
Subject: Written Warning – Attendance
Dear [Employee Name],
This email is a formal written warning concerning your attendance record. Our records show the following issues:
- Tardiness: You have been late to work on [Date], [Date], and [Date].
- Unexcused Absences: You were absent on [Date] without providing sufficient notice.
We have previously discussed our attendance policy and its importance to the team. We expect you to arrive on time. You are also required to notify us of your absences in advance. Failure to improve attendance may lead to further disciplinary actions.
Sincerely,
[Your Name]
[Your Title]
Example Email: For Violating Company Policy
Subject: Written Warning – Violation of Company Policy
Dear [Employee Name],
This email is a written warning for violating company policy. On [Date], you were observed [describe the violation]. Specifically:
- [Specific detail of the policy violation]
This behavior is a violation of company policy [Policy Name]. We must take this matter seriously to ensure a safe and respectful workplace. You are required to [specify actions required]. Failure to comply with the policy and these requirements may result in further disciplinary action.
Sincerely,
[Your Name]
[Your Title]
Example Email: For Insubordination
Subject: Written Warning – Insubordination
Dear [Employee Name],
This email serves as a written warning regarding insubordination. On [Date], you refused to [describe the action]. This is considered insubordination. Specifically:
- Refused to follow the direct instruction of [Manager’s Name]
We expect all employees to follow directions from supervisors. Failure to follow company policy may lead to further disciplinary action, up to and including termination of employment. Your performance will be reviewed.
Sincerely,
[Your Name]
[Your Title]
Example Email: For Harassment or Discrimination
Subject: Written Warning – Harassment
Dear [Employee Name],
This email serves as a formal written warning regarding reports of harassment. On [Date], you were involved in [describe the incident]. Specific details include:
- [Specific detail of the harassment, include examples of the incident]
This behavior is a violation of our company’s zero-tolerance policy. Your behavior is unacceptable and will not be tolerated. Further offenses of a similar nature will result in immediate disciplinary action, up to and including termination of employment.
Sincerely,
[Your Name]
[Your Title]
Example Email: For Improper Conduct
Subject: Written Warning – Improper Conduct
Dear [Employee Name],
This email is a written warning regarding your conduct. On [Date], you were observed [describe the action]. Specifically:
- [Specific detail of the improper conduct]
This behavior is a violation of company policy. We must take this matter seriously to ensure a safe and respectful workplace. You are required to [specify actions required]. Failure to comply with the policy and these requirements may result in further disciplinary action.
Sincerely,
[Your Name]
[Your Title]
In all cases, remember to maintain a professional tone, focus on the behavior and not the person, and always consult with HR before sending the email.