Dealing with employee discipline is a tough part of any HR professional’s job. Sometimes, you need to send an email to let an employee know they’re in trouble, or to set up a meeting to discuss an issue. This guide will help you figure out What To Put In An Email For A Disciplinary situation, making sure you’re clear, fair, and following proper procedures.
Key Elements of a Disciplinary Email
When writing a disciplinary email, clarity and accuracy are super important. You want to make sure the employee understands the issue, what rules they might have broken, and what consequences they might face. Here’s a breakdown:
First, you need to clearly state the purpose of the email. Is it a warning, a request for a meeting, or a notification of disciplinary action? Then, describe the specific incident or behavior that led to the disciplinary action. Include dates, times, and any specific details. Next, reference the relevant company policy or rule that was violated. This could be anything from attendance policies to code of conduct. This helps to show that your decision is based on rules everyone knows. Finally, explain the expected outcome, which might be anything from a verbal warning to more serious actions. Here are some things to include:
- The date and time of the incident
- Who was involved
- What happened (be specific)
It’s important to be factual and avoid personal opinions. Stick to the facts. Using a table to display this information is helpful as well:
| Element | Explanation |
|---|---|
| Subject Line | Be clear and direct: “Disciplinary Action Regarding [Issue]” |
| Introduction | State the purpose of the email. |
| Incident Details | Provide specifics: date, time, location, and description. |
Letter/Email Example: Attendance Issues
Email Example: Regarding Attendance Issues
Subject: Disciplinary Action Regarding Attendance
Dear [Employee Name],
This email is to inform you of disciplinary action due to your recent attendance record. Our records show that you have been late to work on [Date(s)] and absent on [Date(s)] without proper notification or adherence to company policy. This is in violation of our attendance policy outlined in the Employee Handbook, Section [Section Number].
Specifically, on [Date], you arrived at [Time], which was [Number] minutes late. On [Date], you were absent without prior notice. This behavior is unacceptable.
This letter serves as a written warning. Further instances of tardiness or unexcused absences will result in more serious disciplinary action, up to and including termination of employment. Please review the attendance policy in the Employee Handbook. You can find it on [Location of Handbook – e.g., the company intranet, employee portal, etc.].
We want you to succeed at [Company Name], and we hope you will take this warning seriously. Please acknowledge receipt of this email and confirm your understanding. If you have any questions, please respond to this email or schedule a meeting with your supervisor.
Sincerely,
[Your Name/HR Department]
Email Example: Performance Concerns
Subject: Performance Improvement Plan – [Employee Name]
Dear [Employee Name],
This email concerns your recent performance, specifically regarding [Specific Area of Concern, e.g., meeting sales targets, project completion, customer service interactions]. Our records indicate that your performance in [Specific Area] has not met the standards outlined in your job description and company performance expectations.
For instance, [Provide specific examples, data, and dates]. These issues have resulted in [Explain the impact of poor performance – e.g., missed deadlines, customer complaints].
To help you improve, we’ve created a Performance Improvement Plan (PIP). This PIP will detail specific goals, expectations, and resources available to support your development. The plan includes [List key elements of the PIP, such as specific goals, deadlines, training, and a schedule for follow-up meetings].
A meeting has been scheduled for [Date and Time] in [Location/Online Platform] to review and discuss the PIP. Please come prepared to discuss your understanding of the plan and any questions you may have. Your cooperation is crucial for your success in this role.
Sincerely,
[Your Name/HR Department]
Email Example: Code of Conduct Violation
Subject: Investigation Regarding Code of Conduct Violation
Dear [Employee Name],
This email is to inform you that we are investigating a potential violation of the company’s Code of Conduct, specifically regarding [Specific Section of the Code of Conduct, e.g., harassment policy, conflict of interest].
We have received reports of [Brief, factual description of the alleged violation, without providing personal opinions or prematurely reaching conclusions]. The incident(s) occurred on or around [Date(s) and approximate time(s)].
We want to ensure a fair and thorough investigation. We would like to schedule a meeting to discuss this matter with you. The meeting is scheduled for [Date] at [Time] in [Location/Online Platform]. Please be prepared to provide your perspective on these events.
You have the right to have a representative present at this meeting (e.g., a union representative, a colleague). Please let us know if you plan to have someone present by [Date and Time].
The outcome of this investigation may result in disciplinary action up to and including termination of employment. Your cooperation is appreciated. We appreciate your prompt response.
Sincerely,
[Your Name/HR Department]
Email Example: Policy Violation (Use of Company Resources)
Subject: Disciplinary Action Regarding Policy Violation – Company Resources
Dear [Employee Name],
This email is to address a violation of the company’s policy regarding the use of company resources. We have reason to believe that you [Describe the policy violation, e.g., misused company equipment, accessed unauthorized files, shared confidential information] on [Date(s)].
Specifically, our records indicate that [Provide specific details with evidence, e.g., excessive printing of personal documents, unauthorized access to the financial system, forwarding of sensitive emails to a personal email address]. This violates company policy [Name of specific policy] detailed in the Employee Handbook [Location].
This action is a violation of company policy. This letter serves as a written warning. Any further violation of company policy may result in further disciplinary actions, up to and including termination.
Please sign and return a copy of this email, acknowledging you have read it. Should you have any questions, please contact me at your earliest convenience.
Sincerely,
[Your Name/HR Department]
Email Example: Insubordination
Subject: Disciplinary Action – Insubordination
Dear [Employee Name],
This email addresses the incident of insubordination that occurred on [Date] at approximately [Time]. You directly disobeyed a lawful and reasonable instruction from [Supervisor’s Name/Position] regarding [Specific instruction given].
Specifically, you [Provide a clear and factual description of the insubordinate behavior]. This behavior constitutes a breach of company policy, particularly the requirement to follow instructions from supervisors and maintain a respectful work environment, as stated in the Employee Handbook [Location].
As a result of this insubordination, we are issuing a [Verbal warning/Written warning/Suspension without pay for [Number] days]. Continued failure to follow instructions and/or display insubordinate behavior will not be tolerated and will result in further disciplinary action.
We expect your full cooperation and adherence to company policy moving forward. Please acknowledge receipt of this email and your understanding of the disciplinary action by replying to this email.
Sincerely,
[Your Name/HR Department]
Email Example: Regarding Workplace Harassment
Subject: Disciplinary Action Regarding Workplace Harassment
Dear [Employee Name],
This email serves as formal notification of disciplinary action due to a violation of the company’s policy against workplace harassment, specifically in violation of [Company Anti-Harassment Policy – include a link or reference to where this policy can be found].
We have received reports regarding [Specific examples of the harassment, including dates, times, locations, and descriptions of the actions. Be specific but protect the privacy of all parties involved]. These actions are in direct violation of our policy, which prohibits [Specifically mention the aspects of the policy that were violated, e.g., unwelcome conduct based on protected characteristics, creation of a hostile work environment].
As a result, [Describe the disciplinary action – e.g., verbal warning, written warning, suspension, required training, demotion, or termination]. [Explain the reasoning behind the disciplinary action and how it addresses the violation]. You are also required to [Mention any additional requirements, such as attending training or a meeting with the HR department and/or the complainant].
This behavior will not be tolerated. Please review the company’s anti-harassment policy, which can be found at [Include a link or where to find the policy]. Further incidents will result in more severe disciplinary action, up to and including termination of employment. Please contact the HR department immediately if you have any questions regarding this matter. Please sign and return a copy of this email, acknowledging you have read it.
Sincerely,
[Your Name/HR Department]
Email Example: Substance Abuse Policy Violation
Subject: Disciplinary Action Regarding Violation of the Company’s Substance Abuse Policy
Dear [Employee Name],
This email is to inform you of disciplinary action taken against you due to a violation of the company’s Substance Abuse Policy, which is detailed in the Employee Handbook, section [section number].
On [Date] at approximately [time], it was discovered that [Explain what happened based on the policy, e.g., you tested positive for a prohibited substance during a routine drug test, you were under the influence of alcohol/drugs while at work, etc.]. This is a direct violation of the company’s Substance Abuse Policy, which prohibits the use or possession of illegal drugs and/or alcohol in the workplace, and/or reporting to work under the influence of drugs or alcohol.
This action is a violation of the company’s policy. As a result, [Specify the action taken against the employee, e.g., suspension without pay, participation in a substance abuse treatment program, termination]. [If applicable, provide information on the company’s resources, e.g., the Employee Assistance Program (EAP) or other support]. You are required to [list additional requirements, e.g., follow-up testing, completion of specific program, etc.]
We understand this is a difficult situation. We want to support you, and we also need to ensure a safe workplace for all employees. Please read the Company’s Substance Abuse Policy for more information, including your rights and responsibilities, and what actions will be taken if the policy is violated again. Please respond to this email to acknowledge receipt. Please contact the HR department if you have questions.
Sincerely,
[Your Name/HR Department]
In conclusion, knowing What To Put In An Email For A Disciplinary is a crucial skill for HR. Always be clear, factual, and consistent with company policy. Following these guidelines will help you handle these situations professionally and fairly.