So, you’ve been told you might be getting a disciplinary action at work, and you’re wondering, “What To Put In An Email For A Disciplinary?” It’s a stressful situation, but knowing how to handle communication, especially through email, is super important. This article will walk you through the key elements to include when your employer sends you a disciplinary email, and what to expect.
Understanding the Basics: What to Include
When you receive an email about a disciplinary action, it’s usually pretty serious. The goal of the email is to make things clear and fair. Here’s what you should typically find, and why:
The email should clearly state the issue. Be specific about what happened and when. Was it a policy violation? Performance issue? Attendance problem? The more detail, the better.
- Specifics are Key: The email needs to outline the exact behavior or actions that led to the disciplinary action. Dates, times, and any relevant evidence should be included.
- Policy References: It’s common to see the email reference the specific company policies that were violated. This helps you understand exactly where you went wrong.
- Performance Expectations: If the disciplinary action is tied to performance, the email will likely outline what is expected in the future.
The email needs to mention possible consequences. These can range from a written warning to suspension or even termination.
- Consequences Matter: The email should clearly outline the potential outcomes if the behavior continues or isn’t corrected.
- Warning Levels: Many companies have a system of warnings (written, final, etc.). The email should clarify where you are in this system.
- Support is Important: Often, the email will specify what support is available, like training or coaching to help improve.
A typical email also lets you know what steps you need to take next. This could involve a meeting to discuss the issue.
| Action Item | Description |
|---|---|
| Responding to the email | Check if you agree with the information presented and respond accordingly. |
| Meeting Invitation | An invitation for a meeting to discuss the disciplinary action. |
| Deadlines | Any deadlines that should be considered for this disciplinary action |
It’s crucial to read the email carefully and understand everything before you do anything else.
Example 1: Warning for Tardiness
Subject: Written Warning – Excessive Tardiness
Dear [Employee Name],
This letter serves as a written warning regarding your excessive tardiness to work. Our records indicate that you have been late to work on [Number] occasions in the past [Time period], specifically on [Date(s)]. This violates the company’s attendance policy, outlined in the Employee Handbook, section [Section Number].
The company’s policy states that employees must arrive on time to work. Continued failure to adhere to this policy may result in further disciplinary action, up to and including termination of employment.
We expect your punctuality to improve immediately. Please arrive on time for your scheduled shift. Please let us know if you have any challenges in your ability to be on time so we can work out possible solutions.
Sincerely,
[Your Name/HR Department]
Example 2: Performance Improvement Plan (PIP)
Subject: Performance Improvement Plan – [Employee Name]
Dear [Employee Name],
This email is to inform you that you are being placed on a Performance Improvement Plan (PIP) due to [briefly state the issue, e.g., consistently missing deadlines, not meeting sales targets]. This PIP is designed to help you improve your performance to meet the required standards.
The specific areas needing improvement are:
- [Specific Skill 1]
- [Specific Skill 2]
- [Specific Skill 3]
Your PIP will run for [Duration, e.g., 30 days]. During this time, you will be expected to:
- [Specific Action 1]
- [Specific Action 2]
- [Specific Action 3]
We will meet on [Date] at [Time] to review your progress. We’re committed to helping you succeed, and we will offer you training and coaching. Your supervisor [Supervisor Name] will be available to support you and answer any questions. Failure to meet the PIP requirements may result in further disciplinary action, up to and including termination of employment.
Sincerely,
[Your Name/HR Department]
Example 3: Addressing a Policy Violation (e.g., Dress Code)
Subject: Written Warning – Dress Code Violation
Dear [Employee Name],
This letter serves as a written warning for a violation of the company’s dress code policy, as outlined in the Employee Handbook, section [Section Number]. On [Date], you were observed [Describe the specific dress code violation].
Our dress code policy requires [Summarize the relevant parts of the dress code]. Continued non-compliance with this policy may result in further disciplinary action.
Please ensure that you adhere to the dress code policy at all times. If you have any questions about the dress code, please contact [Contact person or department].
Sincerely,
[Your Name/HR Department]
Example 4: Addressing Insubordination
Subject: Written Warning – Insubordination
Dear [Employee Name],
This email serves as a written warning regarding an instance of insubordination that occurred on [Date]. On this date, you [Describe the specific insubordinate behavior, e.g., refused to follow a direct instruction from your supervisor, spoke disrespectfully to a manager]. This is a violation of company policy regarding workplace conduct, detailed in the Employee Handbook, section [Section Number].
This type of behavior is not acceptable in the workplace. Further instances of insubordination may lead to more serious disciplinary measures, up to and including termination.
We expect you to follow all instructions from your supervisors and treat all colleagues with respect. If you have any questions about the company’s policies regarding conduct or if you have any concerns about a supervisor’s requests, please discuss them with your manager or a member of HR.
Sincerely,
[Your Name/HR Department]
Example 5: Addressing Attendance Issues
Subject: Attendance Warning
Dear [Employee Name],
This email serves as a formal warning regarding your attendance. Our records indicate that you have been absent from work without proper notification or valid reason on [Number] occasions within the last [Time period]. This violates our company’s attendance policy. [Summarize the parts of the policy that were violated].
We understand that unforeseen events can occur, and proper notification as soon as possible is required in line with company policy. You are required to notify your manager directly by phone as soon as possible if you are not able to come in to work.
Going forward, if this pattern of unexcused absences continues, further disciplinary actions will be taken, up to and including termination of employment.
Sincerely,
[Your Name/HR Department]
Example 6: Addressing Workplace Conflict
Subject: Addressing Workplace Conflict
Dear [Employee Name],
This email is regarding the recent conflict with [Name of Other Employee]. The company’s policy on workplace conduct, which you can find in the Employee Handbook, section [Section Number], promotes respect and professional behavior.
Based on the information, it appears that [Describe the specific conflict].
We expect you to treat all colleagues with respect and professionalism. We will set up a meeting to discuss the issue at hand and the path for a possible resolution. We also would like to offer mediation services to help resolve this issue.
Sincerely,
[Your Name/HR Department]
Example 7: Addressing Unprofessional Behavior
Subject: Unprofessional Conduct
Dear [Employee Name],
This email is regarding the incident of unprofessional conduct that was observed on [Date]. [Describe the unprofessional conduct, e.g., using offensive language, sharing inappropriate content, engaging in gossiping, or creating an uncomfortable atmosphere].
The company has a zero-tolerance policy for inappropriate behavior, which is outlined in the Employee Handbook, section [Section Number]. This type of behavior goes against company policy.
We want to ensure that our workplace is professional and respectful. We would like to schedule a meeting to discuss this further. Disciplinary actions may include a written warning, suspension, or termination.
Sincerely,
[Your Name/HR Department]
In summary, a disciplinary email should be clear, concise, and respectful. Be sure to understand everything in the email and take the next steps required of you, whether that means responding to the email, attending a meeting, or following a performance improvement plan. It is important to take these communications seriously.