You
don't need to be an legal expert. Fool-proof firing
employees procedure.
Have you had difficulty crafting a discipline letter
for staff? Do you wish to find help to create an appropriate
letter? We believe we can help you. The letter has to
do several things, but most of all it must clearly define
the infraction, and how the company plans to respond.
Discipline Letter Sample
Date
Employee Name
Address
City, State, Zip
RE: Infraction Detail
This letter serves as written notice to [name]. We have
made the decision to take disciplinary action regarding
[this situation].
At this point in the letter, it is good to explain what
action management has taken previously. This sample discipline
letter should clearly define the prior issues with the
employee and then spell out the disciplinary action taken
in the second paragraph.
We have decided to suspend [name] without pay for the
period of one week. The suspension will go into effect
immediately.
Our sincere hope is that this suspension is met with
reconciliation on the part of the employee. We should
not have to warn the next step of action will be termination.
You have the right to appeal this decision. If you have
questions about this disciplinary action, please contact
the Human Resources Department.
Sincerely,
(Manager’s Signature)
Drafting Sample Employee Discipline Letter
It is important to remember a court can use the letter
as legal evidence in the future, so it is important to
draft a copy and have someone else in the human resource
department review it. It is helpful to have templates
ready ahead of time that management has drafted and reviewed
with the help of legal counsel.
The sample employee discipline letter we provided is
a guide. The idea behind the discipline letter is to
provide a paper trail for future reference. If the employee’s
behavior does not improve, then managers can use this
invaluable documentation to clarify the procedures taken
to warn the employee that they may lose their job if
they did not change.
The manager should mail the sample employee discipline
letter to an employee or hand it to them directly. If
you choose to mail the letter to the employee, then be
certain you use certified mail. You do not want the employee
claiming they did not receive the letter, in case further
action has to be done. It may even be wise to include
a receipt notice that they have to sign and return to
the human resource office. In this way, a business owner
or manager eliminates liability on their part and can
hold the employee solely responsibility for any future
missteps.
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