How To Write a Letter of Reprimand [+ Free Templates]
Is your once-top performer now missing their KPIs? Are they spending more time on social media than work? Have they been spotted out and about after calling in sick? And are they ignoring your verbal warnings? It might be time to issue a letter of reprimand.
As an HR professional, one of your main goals is to hire employees who add value to the organization and align with its values. While it would be great if you managed to attract only the best hires, not every employee turns out how you hope they will — be it in terms of professional attitude or quality of work.
When an employee consistently fails to meet company standards and expectations or falls short of their KPIs and OKRs, a letter of reprimand might be necessary. In fact, understanding how to write and deliver an effective letter of reprimand is essential for maintaining workplace standards and promoting a productive, respectful environment.
Contents
What is a letter of reprimand?
How does a letter of reprimand differ from a letter of concern?
4 types of employee reprimands
Why might an employee receive a letter of reprimand?
HR’s role in an employee reprimand process
How to write a letter of reprimand
Letter of reprimand examples
How to reprimand an employee
What is a letter of reprimand?
A letter of reprimand is a formal document and official warning that’s typically part of a progressive discipline process. An employer would issue this letter to a constantly underperforming employee after they’ve ignored their manager’s repeated informal feedback regarding their subpar performance.
Such a letter usually highlights specific instances of poor work performance, unprofessional behavior, or misconduct. It details the nature of the problem, expectations for future behavior or performance, and potential consequences should the employee not heed this warning. The goal is to show the employee that the business takes their actions seriously and provides feedback and an opportunity for improvement.
This letter of reprimand is placed in the employee’s personnel file, sometimes for reference in future evaluations or disciplinary actions. It is a crucial step in maintaining workplace standards and ensuring employees understand the implications of their actions. By documenting this reprimand, the employer establishes a record that can justify further disciplinary measures if necessary.
How does a letter of reprimand differ from a letter of concern?
- Informs an employee about a specific issue or behavior that needs improvement
- Provides a warning or a heads-up about potential problems without any formal disciplinary action
- Formally documents and addresses more serious or repeated employee behavior or performance issues
- Acts as a formal disciplinary action
- Generally considered less severe than a letter of reprimand
- Often used as a preliminary step before more serious action is taken
- Considered more severe than a letter of concern
- Indicates that previous warnings or informal discussions have not resulted in the desired improvement
- Typically does not go into an employee’s permanent record
- Aimed at encouraging improvement and providing support or resources to help the employee correct the issue
- Typically becomes part of an employee’s permanent record
- Can impact future evaluations, promotions, or employment decisions
Content includes:
- Brief description of the problematic behavior or performance issue
- Explanation of why the issue is a concern
- Suggestions or recommendations for improvement
- Expectations and potential next steps if the issue remains unresolved
Content includes:
- Detailed description of the problematic behavior or performance issue
- Reference to previous discussions or warnings about the issue
- Clear statement that the behavior or performance is unacceptable.
- Outline of the consequences of continued issues. This may include further disciplinary action, including termination in a worst-case scenario
- A plan for improvement and a timeline for reevaluation
4 types of employee reprimands
A letter of reprimand should not come out of the blue. Instead, it should be the next step in an established process based on a progressive discipline policy. In other words, you shouldn’t issue a formal letter of reprimand before giving an underperforming employee at least one verbal warning.
This approach allows a manager to discuss the issue and potential solutions without having to issue a formal reprimand, giving the employee a chance to improve before the situation escalates.
However, although this is an informal step, you should document all the relevant details of the incident(s) in question on a verbal warning form. This record can be important later on, as it can highlight a pattern of behavior and demonstrate that management has made a sincere effort to guide the employee before taking more serious action.
Unfortunately, repeat offenders usually need a written reprimand. The motivation behind a letter of reprimand is to move the process to the next stage due to the employee repeatedly violating the same rule (e.g., repeated tardiness or unexcused absences) within a certain period of time. There must be a link between different events to justify issuing a letter of reprimand.
HR tip
When considering whether or not to issue a written warning, it’s important to ensure the action is consistent with how the company has handled other employees in the past. Did the organization apply the same degree of discipline (or leniency) to other employees who behaved or underperformed similarly?
Once an employee has received at least one verbal reprimand, the next step is more formal, written communication. The following examples detail the four types of reprimands issued to an employee throughout a progressive discipline process:
1. Written warning
This is a formal document that outlines the specific issues, previous verbal warnings, and required changes in an employee’s behavior or performance. It is usually documented in the employee’s personnel file.
2. Letter of reprimand
This is a more formal version of a written warning. It details an employee’s misconduct or performance issues, the corrective actions needed, and the consequences the employee will face if they don’t improve. It serves as an official record of the employee’s performance issues.
3. Performance Improvement Plan (PIP)
Performance Improvement Plan (PIP) is a structured plan that outlines specific goals, resources, and timelines for an employee to improve their performance. It is used when performance issues are more serious or persistent.
4. Final warning
This is the last step before termination and clearly states that failure to improve or comply with the company’s expectations will result in dismissal. It is a critical document in the progressive discipline process.
Why might an employee receive a letter of reprimand?
An employee may receive a letter of reprimand for various reasons related to their professional performance (e.g., producing substandard work or missing KPIs and OKRs) or conduct (e.g., tardiness, absenteeism, or other inappropriate workplace behavior).
As an HR professional, bear in mind that the company’s policies must clearly state what kind of behavior is considered questionable or unacceptable. Here are 10 common reasons an employee may receive a letter of reprimand:
Poor performance
An employee who displays poor performance often fails to meet job expectations, deadlines, or quality standards. Examples include unfulfilled performance metrics, repeated errors, and incomplete tasks.
Attendance issues
Frequent tardiness, unexcused absences, and extended breaks can disrupt workflow and productivity. An employee engaging in such behavior may get a letter of reprimand that addresses these issues and sets clear expectations for attendance.
Workplace policy violations
Ignoring or deliberately violating company policies — such as dress code, internet usage, and data protection — often warrants a reprimand to reinforce the importance of adhering to organizational rules.
Unprofessional behavior
Instances of unprofessional conduct include using inappropriate language, directing rude remarks at clients, and asking colleagues intrusive questions. Other examples include excessive intoxication at work events and initiating unwanted physical contact.
Insubordination
An employee engages in insubordination when they willfully refuse to follow their supervisors’ instructions or deliberately behave disrespectfully towards their managers. Examples include refusal to take on or complete tasks, stubborn resistance or opposition to constructive criticism, and mockery of superiors’ ideas or suggestions.
Breach of confidentiality
Disclosing sensitive organizational information or client data without authorization is a serious violation of company policy.
An employee guilty of doing so may even be in breach of their contract. A typical employment contract would stipulate that the employee is not allowed to disclose confidential information to third parties without express permission from the company itself.
Ethical violations
An employee who engages in unethical practices undermines the integrity of the organization. Ethical violations include fraud, conflict of interest, and corporate or industrial espionage.
Depending on the severity of these violations and the laws in the country where the employee is based, this can not only damage the company’s business and reputation but also lead to legal issues for both the employee and the company.
Safety violations
Employees who ignore safety protocols or engage in unsafe practices can endanger their coworkers’ safety and wellbeing. In the case of such a disciplinary infraction, a letter of reprimand would aim to recognize and correct such behavior and ensure the employee’s compliance with workplace safety regulations.
Misuse of company resources
Using company resources, such as equipment or funds, for personal or illegal purposes can lead to financial losses or operational disruptions for the organization. In this case, a letter of reprimand addresses the misuse and sets expectations for proper usage.
Improper use of technology
Improper using company technology, such as excessive personal Internet use, accessing inappropriate websites, or compromising cybersecurity, can be detrimental to the organization.
A letter of reprimand would reinforce the company’s technology use policies and why all employees must adhere to them.
HR’s role in an employee reprimand process
HR plays a critical role in the employee reprimand process, making sure company policies are enforced consistently and fairly. HR is responsible for developing, communicating, and advising managers on policy enforcement.
When an issue arises, an HR professional advises managers on whether the situation warrants a verbal warning or more formal disciplinary action. This guidance ensures all employees are treated according to established guidelines.
HR must accurately record all details of the reprimand, including the specific incident(s), conversations that have transpired, and any steps taken. This documentation serves as a record for future reference and is crucial if further disciplinary action is necessary or if the employee challenges the reprimand.
One of your key responsibilities as an HR professional is maintaining fairness and objectivity throughout the reprimand process. It’s important to impartially evaluate each situation and base decisions on facts rather than personal biases. That way, you can foster trust in the process and make sure disciplinary actions are justified and consistent with company policies.
Collaborate with your legal compliance officer to confirm that all actions taken comply with employment laws and regulations to avoid legal repercussions for the company. This includes understanding the potential legal implications of various disciplinary actions and always respecting the employee’s rights.
It’s also important to facilitate communication between the employee and their manager. You can make sure the reprimand is conveyed clearly and professionally, alongside a neutral presence, to mediate the discussion. This approach helps prevent misunderstandings and allows the employee to fully understand the issues, as well as the steps required for improvement.
Beyond disciplinary actions, you can also assist with training and development to help the employee improve. By identifying areas where they need support and providing resources such as training programs, HR professionals can address the root causes of performance or behavioral issues.
HR tip
Knowing when to issue a letter of reprimand is as important as knowing when not to issue one. Work closely with managers to prevent them from issuing a formal reprimand on impulse or in a heightened emotional state.
How to write a letter of reprimand
Whether you are supporting a manager in writing a letter of reprimand or are responsible for writing it yourself, the steps are the same. The letter should be clear, concise, and fair.
While it could be a step toward dismissal, it’s in everyone’s best interest if it encourages positive change. The goal is to motivate the employee to improve, so they need to understand plainly what they did wrong, how to correct it, and the potential consequences if they don’t.
Step 1. Understand the issue
Before drafting the letter, gather all relevant information regarding the incident. This includes talking to witnesses, reviewing any documentation related to the incident, and understanding the employee’s history and previous warnings. Make sure you have a clear, unbiased understanding of the situation. Avoid relying solely on hearsay or assumptions.
Step 2. Review company policies
Find and share the company’s policies related to the issue at hand. Help the employee’s manager confirm that the reprimand aligns with organizational standards and legal requirements. To substantiate the reprimand, refer to specific sections of the employee handbook or policy documents in the letter.
Step 3. Determine the issue’s severity
Assess the seriousness of the employee’s actions and decide if the situation warrants a verbal warning, a written warning, or a formal letter of reprimand. Consider factors such as impact on the team, frequency of the employee’s problematic behavior, and past disciplinary actions. To maintain fairness, use a consistent framework or checklist to evaluate the severity of the employee’s infractions.
Step 4. Use clear, concise language
Start with the date, employee’s name, and designation. Clearly state the purpose of the letter and describe the behavioral or performance issue in detail, including dates and specific instances to support this. Use objective language and avoid emotional or subjective terms. Stick to facts and do not make assumptions about the employee’s intentions.
Step 5. Explain the impact of the employee’s actions
Detail how the employee’s behavior has affected the team, department, or company. This can help the employee understand the broader implications of their actions. Be specific about the negative outcomes, such as decreased productivity, damaged client relationships, or a negative impact on team morale.
Step 6. Outline expected changes
Clearly state the changes the company expects from the employee. This should include specific, measurable actions the employee must take to rectify the situation. Use SMART (Specific, Measurable, Achievable, Relevant, Time-bound) goals to set clear expectations.
Step 7. State the consequences of non-compliance
Inform the employee of the potential consequences if their behavior is not corrected. This might include further disciplinary action, up to and including termination. Be firm but fair, and verify that the consequences are consistent with company policies and previous similar cases.
Step 8. Provide support and resources
Offer resources to help the employee improve, such as training and mentoring programs or counseling services. Make it clear to them that the company is invested in their success. Include contact information for HR or relevant support services, and regularly follow up with the employee to see if they need additional help.
Step 9. Include space for employee acknowledgment
End the letter with a space for the employee to sign and date, acknowledging they have received and understood the reprimand. Clarify that signing does not necessarily mean agreement with the letter’s content. Provide the employee with a copy of the letter and retain the original in their personnel file.
Step 10. Review and finalize the letter
Before issuing the letter, have it reviewed by another HR professional or legal advisor to confirm it is fair, unbiased, and legally compliant. Double-check for errors or ambiguities. Keep the tone of the letter professional and constructive.
Letter of reprimand examples
1. Sample letter of reprimand for unprofessional conduct
2. Sample letter of reprimand for insubordination
3. Sample letter of reprimand for absenteeism
4. Sample letter of reprimand for non-compliance with company procedures
How to reprimand an employee
No decent HR professional or team leader would enjoy reprimanding employees. However, if it is necessary and they do so to help an employee improve, it can have a positive impact. Similarly, if an employee’s performance continues to deteriorate, a formal reprimand is an important step toward eventual dismissal. Take note of the following list of tips on how to conduct an employee reprimand successfully:
- Prepare in advance: Gather all relevant information and documentation related to the incident before meeting with the employee. Understand the specifics and impact of what happened, as well as when and where it happened.
- Choose an appropriate setting: Conduct the reprimand in a private, neutral location to maintain confidentiality and avoid unduly embarrassing the employee.
- Be clear and specific: Clearly describe the behavior or performance issue, providing specific examples. Avoid vague or subjective statements and, instead, focus on the facts.
- Maintain professionalism: Keep the tone professional and respectful. Avoid raising your voice, resorting to personal attacks or insults, or displaying frustration.
- Explain the impact: Help the employee understand the consequences of their actions on their team and the company. This may deter them from repeating these actions.
- Listen actively: Allow the employee to respond and explain their side of the story. Listen without interrupting to show you value their perspective.
- Focus on improvement: Emphasize the necessary changes and how the employee can improve. Offer specific, actionable steps they can take to rectify the issue.
- Provide support: Offer resources, such as additional training or mentoring, to help the employee meet expectations. This shows you are invested in their success.
- Set clear expectations: Moving forward, clearly outline expectations and the consequences of failing to meet these expectations. Use SMART goals to set clear benchmarks.
- Document the discussion: Make sure the discussion is documented in detail, including the specific issues addressed, the employee’s response, and the agreed-upon action plan. This documentation should be stored in the employee’s personnel file.
- Follow-up: Schedule follow-up meetings to review the employee’s progress and provide ongoing feedback. This helps the employee stay on track and allows you to address any further issues promptly.
- Remain consistent: Apply disciplinary actions consistently across the organization’s entire workforce to avoid favoritism or bias and maintain fairness and integrity throughout the process.
HR tip
Typically, if an employee maintains improved behavior for 12 months or longer, employers may decide that older disciplinary warnings should no longer impact future employment decisions.
Next steps
A letter of reprimand is useful in addressing ongoing issues with an employee’s behavior or performance. It not only formally documents the problem but also sets the stage for corrective actions and future disciplinary measures, if necessary.
By following a structured approach that includes gathering relevant information, maintaining a professional tone, and offering support for improvement, managers and HR professionals can handle these situations effectively. Additionally, ensuring fairness and consistency in the reprimand process helps maintain trust and respect within the organization while also helping employees clearly understand expectations and consequences.
Ultimately, the goal of a letter of reprimand is to encourage positive change and prevent further infractions. When issued thoughtfully and fairly, it can significantly improve employee behavior and performance. By investing in this aspect of the progressive discipline process, companies can uphold their standards, support their employees’ growth, and foster a healthier, more productive workplace.
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