When Should A Disciplinary Email Be Sent? It’s a question that probably makes a lot of people nervous, but it’s an important one. Disciplinary emails are a part of workplace communication, and knowing when and how they’re used can help you understand your rights and responsibilities as an employee. This guide will break down the situations where a disciplinary email is necessary, and provide examples to help you.
Understanding the Purpose of Disciplinary Emails
Disciplinary emails aren’t meant to be a punishment; they are a tool for communication. They serve several key purposes: * To formally document an issue. * To clearly state expectations. * To give an employee a chance to improve. The main goal is to address a problem, not to attack a person. The company wants to help employees succeed, and the email helps make this clear. Usually, a disciplinary email should be sent after other attempts to correct the behavior (like a verbal warning) haven’t worked or when the infraction is serious enough to warrant immediate formal action. Here are some typical steps that often precede a disciplinary email:
- Verbal warning
- Written warning (sometimes)
- Performance improvement plan (for ongoing issues)
And here is what happens after
- Further disciplinary action if improvements aren’t made
- Termination of employment (as a last resort)
Email Examples:
Example 1: Addressing Late Arrival
Subject: Written Warning - Tardiness
Dear [Employee Name],
This email is to formally document your repeated instances of tardiness to work. According to company records, you have been late on [number] occasions in the past [timeframe]. This is a violation of company policy, which requires employees to be at their workstations by [start time].
Specifically, these lateness incidents occurred on:
- [Date] - Arrived at [time]
- [Date] - Arrived at [time]
- [Date] - Arrived at [time]
We understand that things happen, but consistent tardiness disrupts team productivity and impacts client commitments. We expect you to arrive on time consistently from now on. Continued lateness will result in further disciplinary action, up to and including termination of employment.
Please acknowledge receipt of this email and confirm your understanding of the issue and the expectations moving forward. If you have any questions or concerns, please don’t hesitate to contact me.
Sincerely,
[Your Name]
[Your Title]
Example 2: Addressing Poor Performance
Subject: Performance Improvement Plan - [Employee Name]
Dear [Employee Name],
This email serves as a formal Performance Improvement Plan (PIP) due to concerns about your recent performance related to [Specific job duties]. We’ve noticed areas where improvements are needed, specifically in [list of areas like meeting deadlines, quality of work, etc.].
For example:
- [Specific example of poor performance]
- [Another specific example]
To help you succeed, we have outlined the following expectations and goals:
- [Specific goal, e.g., “Complete all assigned tasks by the deadline.”]
- [Specific goal, e.g., “Improve accuracy of work.”]
You are required to [list of actions to be taken, e.g., attend training, review procedures, etc.]. We will schedule weekly check-in meetings to assess your progress. The PIP will be in effect for [Timeframe]. Failure to meet the goals outlined in this plan may result in further disciplinary action.
Please reply to this email to confirm you’ve received and understand the PIP. If you have any questions, please contact me.
Sincerely,
[Your Name]
[Your Title]
Example 3: Addressing a Violation of Company Policy (Dress Code)
Subject: Written Warning - Dress Code Violation
Dear [Employee Name],
This email is to address a violation of the company dress code policy. On [date], you were observed [describe the violation, e.g., wearing inappropriate attire, not adhering to the uniform policy].
Our dress code policy, found in the employee handbook, requires [Specific requirements of the dress code]. This policy is in place to [Explain the reason, e.g., maintain a professional image, ensure safety].
Please ensure that you are in compliance with the dress code policy going forward. Failure to do so may result in further disciplinary action.
Please acknowledge receipt of this email.
Sincerely,
[Your Name]
[Your Title]
Example 4: Addressing Insubordination
Subject: Written Warning - Insubordination
Dear [Employee Name],
This email is to address an incident of insubordination that occurred on [date]. Specifically, you [describe the insubordinate action, e.g., refused to follow a direct instruction from your supervisor, challenged a policy in a disrespectful manner].
This behavior is unacceptable and undermines the authority of supervisors and the smooth operation of the workplace. We expect all employees to follow reasonable instructions from their supervisors and adhere to company policies.
Moving forward, you are expected to [Specific expectations, e.g., follow instructions promptly and respectfully, address any concerns through the proper channels]. Failure to comply with these expectations will result in further disciplinary action, up to and including termination of employment.
Please acknowledge receipt of this email and confirm your understanding.
Sincerely,
[Your Name]
[Your Title]
Example 5: Addressing Attendance Issues (Excessive Absenteeism)
Subject: Written Warning - Excessive Absenteeism
Dear [Employee Name],
This email is to address your attendance record. Our records show that you have been absent from work on [number] occasions in the past [timeframe], which is a violation of our attendance policy, which can be found in the employee handbook.
These absences include:
- [Date] - [Reason for absence]
- [Date] - [Reason for absence]
- [Date] - [Reason for absence]
Frequent absences disrupt workflow and negatively impact team productivity. We require employees to adhere to the attendance policy. You are expected to improve your attendance record immediately.
Please provide a reason for your excessive absences and any relevant supporting documentation (e.g., doctor’s notes). Going forward, you must provide proper notification and documentation as needed. Failure to do so may result in further disciplinary action, including termination of employment.
Please acknowledge receipt of this email.
Sincerely,
[Your Name]
[Your Title]
Example 6: Addressing Policy Violations (Using Company Resources Improperly)
Subject: Written Warning - Misuse of Company Resources
Dear [Employee Name],
This email addresses a violation of the company policy regarding the use of company resources. On [date], it was observed that you [describe the misuse, e.g., used company computers for personal business, used company vehicles for unauthorized purposes].
Company policy states that [summarize the relevant policy]. The unauthorized use of company resources can lead to [explain the consequences, e.g., increased costs, security risks].
You are expected to adhere to company policies regarding the use of company resources. Please ensure you understand the policy and follow it closely. Failure to comply with this policy will result in further disciplinary action.
Please acknowledge receipt of this email and confirm your understanding of this matter.
Sincerely,
[Your Name]
[Your Title]
In summary, knowing When Should A Disciplinary Email Be Sent boils down to understanding your company’s policies, and following the standard procedures. Disciplinary emails are tools for ensuring a fair and productive work environment, and by understanding their purpose, you can navigate them successfully. Always be sure to address any concerns with HR or your supervisor if you have questions.