So, you’ve been asked to send an email about a disciplinary issue at work? It can feel a bit awkward, but knowing exactly What To Put In An Email For A Disciplinary is super important to make sure everything is handled correctly and fairly. This email will be a formal record, so you want to be clear, accurate, and professional. This guide will walk you through the key elements and give you some examples to help you out.
Key Elements: What to Include
When writing a disciplinary email, you need to be super clear and organized. This isn’t the time for guessing games! Here’s what you absolutely need to include:
- The Date: Always start with the date the email is being sent.
- The Employee’s Name: Make sure you have the correct person!
- Subject Line: Be specific! Something like "Disciplinary Meeting – [Employee Name]".
- Reason for the Disciplinary Action:
- Clearly state the specific issue.
- Refer to any company policies that have been violated.
- Details of the Incident:
- Provide specific dates, times, and locations.
- Describe what happened in a factual, unbiased way.
- Company Policy: State which specific policy the employee has violated.
Here’s a quick checklist:
- State the date and time of the incident.
- Clearly explain the policy violated
- Provide any evidence like witness statements or documentation
- Potential Consequences: Be really clear about what could happen if the behavior continues. This could be anything from a written warning to termination, depending on the severity of the infraction and company policy. This is crucial because it sets expectations and provides a fair warning.
- Opportunity to Respond: Explain that the employee has the chance to respond to the allegations.
- Outline the process.
- Include timeframes and deadlines.
- Provide the methods for the employee to respond, such as a meeting.
- Next Steps: State the next steps in the disciplinary process.
- Contact Information: Provide the name and contact information of the person the employee should contact with any questions.
- Closing: End the email professionally and politely.
Email/Letter Examples
Example 1: For Attendance Issues
Subject: Disciplinary Meeting – Jane Doe
Dear Jane,
This email is to inform you of a disciplinary meeting regarding your attendance record. This meeting is scheduled for [Date] at [Time] in [Location/Virtual Meeting Link].
The reason for this meeting is your repeated instances of tardiness and absences. According to our records, you have been late to work on [Number] occasions and absent on [Number] days within the last [Time Period]. This violates our company policy on attendance, specifically section [Policy Number] of the Employee Handbook, which states [Summarize the relevant policy].
Specifically, the incidents include:
- [Date], [Time] – Arrived late at work.
- [Date], [Time] – Absent from work without prior notice.
- [Date], [Time] – Left work early.
During the meeting, you will have the opportunity to discuss these issues and provide any relevant information. Depending on the outcome of the meeting and your response, further disciplinary action may be taken, which could include a written warning, suspension, or, in severe cases, termination of employment.
Please come prepared to discuss your attendance record. If you are unable to attend the meeting as scheduled, please contact me at [Your Phone Number] or [Your Email Address] as soon as possible to reschedule. If we do not hear from you, the meeting will proceed as planned.
Sincerely,
[Your Name]
[Your Title]
Example 2: For Poor Performance
Subject: Disciplinary Meeting – John Smith
Dear John,
This email is to inform you of a disciplinary meeting regarding your performance. This meeting is scheduled for [Date] at [Time] in [Location/Virtual Meeting Link].
The reason for this meeting is your performance not meeting the expectations for your role. Specifically, your performance has fallen short in the areas of [List specific areas: e.g., meeting deadlines, quality of work, communication with clients]. This violates our company policy on performance, specifically section [Policy Number] of the Employee Handbook, which outlines the standards of performance expected for your role.
Specific examples of the performance issues include:
- [Date] – Failed to complete the [Project Name] project on time.
- [Date] – Received negative feedback from [Client Name] regarding the quality of your work.
- [Date] – Did not respond to important emails from [Client Name] for three days.
During the meeting, you will have the opportunity to respond to these concerns and provide any information that you believe is relevant. We will also discuss a performance improvement plan (PIP) to assist you in meeting the required standards. Failure to improve your performance following the PIP may result in further disciplinary action, up to and including termination of employment.
Please come prepared to discuss the details of your performance issues and the steps you plan to take to improve. If you are unable to attend the meeting as scheduled, please contact me at [Your Phone Number] or [Your Email Address] as soon as possible to reschedule. If we do not hear from you, the meeting will proceed as planned.
Sincerely,
[Your Name]
[Your Title]
Example 3: For Violation of Company Policy (e.g., Dress Code)
Subject: Disciplinary Meeting – Emily Carter
Dear Emily,
This email is to inform you of a disciplinary meeting regarding a violation of company policy. This meeting is scheduled for [Date] at [Time] in [Location/Virtual Meeting Link].
The reason for this meeting is a violation of the company dress code, as outlined in section [Policy Number] of the Employee Handbook. On [Date], you were observed [Describe the violation – e.g., wearing inappropriate footwear, clothing that did not meet the dress code].
During the meeting, you will have the opportunity to respond to this concern. Please be prepared to explain the circumstances surrounding the incident. Any further violations of the dress code policy may result in further disciplinary action, which could include a written warning or suspension.
Please come prepared to discuss the details of the incident. If you are unable to attend the meeting as scheduled, please contact me at [Your Phone Number] or [Your Email Address] as soon as possible to reschedule. If we do not hear from you, the meeting will proceed as planned.
Sincerely,
[Your Name]
[Your Title]
Example 4: For Insubordination
Subject: Disciplinary Meeting – Michael Davis
Dear Michael,
This email is to inform you of a disciplinary meeting regarding an incident of insubordination. This meeting is scheduled for [Date] at [Time] in [Location/Virtual Meeting Link].
The reason for this meeting is your failure to follow a direct instruction from [Your Name/Manager’s Name] on [Date]. You were instructed to [State the instruction] and you [Describe what happened, e.g., refused to do so, did it incorrectly, or delayed]. This constitutes a violation of company policy regarding insubordination, as stated in section [Policy Number] of the Employee Handbook, which defines and prohibits refusal to follow directives.
During the meeting, you will have the opportunity to explain your actions and provide any relevant information. Any further instances of insubordination may result in further disciplinary action, up to and including termination of employment.
Please be prepared to discuss the incident and the reasons for your actions. If you are unable to attend the meeting as scheduled, please contact me at [Your Phone Number] or [Your Email Address] as soon as possible to reschedule. If we do not hear from you, the meeting will proceed as planned.
Sincerely,
[Your Name]
[Your Title]
Example 5: For Harassment or Discrimination
Subject: Disciplinary Meeting – Sarah Jones
Dear Sarah,
This email is to inform you of a disciplinary meeting regarding a complaint of harassment/discrimination. This meeting is scheduled for [Date] at [Time] in [Location/Virtual Meeting Link].
The reason for this meeting is a complaint received on [Date] alleging that you [Describe the specific behavior, being factual and avoiding speculation – e.g., made offensive comments, created a hostile work environment]. This is a violation of our company policy on harassment/discrimination, as outlined in section [Policy Number] of the Employee Handbook.
During the meeting, you will have the opportunity to respond to the allegations. Any confirmed instances of harassment or discrimination will result in serious disciplinary action, up to and including termination of employment. [Optional: You might add: “We will treat this matter with utmost confidentiality.”]
Please come prepared to provide your perspective on these allegations. If you are unable to attend the meeting as scheduled, please contact me at [Your Phone Number] or [Your Email Address] as soon as possible to reschedule. If we do not hear from you, the meeting will proceed as planned.
Sincerely,
[Your Name]
[Your Title]
Example 6: For a Safety Violation
Subject: Disciplinary Meeting – David Lee
Dear David,
This email is to inform you of a disciplinary meeting regarding a safety violation. This meeting is scheduled for [Date] at [Time] in [Location/Virtual Meeting Link].
The reason for this meeting is a violation of our company’s safety policy, as detailed in section [Policy Number] of the Employee Handbook. On [Date] at [Time], you were observed [Describe the specific safety violation – e.g., not wearing required safety gear, failing to follow safety procedures].
During the meeting, you will have the opportunity to explain your actions and provide any information. We must emphasize the importance of following safety regulations at all times. Failure to adhere to the safety policies may result in disciplinary action, up to and including termination of employment.
Please come prepared to discuss the incident. If you are unable to attend the meeting as scheduled, please contact me at [Your Phone Number] or [Your Email Address] as soon as possible to reschedule. If we do not hear from you, the meeting will proceed as planned.
Sincerely,
[Your Name]
[Your Title]
Conclusion
Writing a disciplinary email can be tricky, but with the right information and a professional approach, you can do it effectively. Remember to be clear, specific, and fair. By following these steps and using the examples as a guide, you’ll be well on your way to handling these situations in a responsible manner. Good luck!