GUIDELINES

  1. Your company's??s code of policies and protocols may help you understand how you will document reprehension and correct wrong actions. Ask your human resources or legal department for advice on how to manage such issues. Commonly, you will talk first with the employee and then make a report of the on-going situation. Speak with him or her with a specific language so he or she will not misunderstand it. Explain the issue clearly, use broad enough terms so that your explanation can also explain even the future problems that will arise. Let the employee sign the report to imply that the issue was discussed. The letter will serve as documentation to validate future action if needed.
  2. Explain to the employee why he or she has needed punishment.
  3. illustrate the employee's??s reaction and response
  4. Include the actions suggested or taken against the employee when closing the letter. When there are still additional impressions or observations that seem important, include them shortly.

SAMPLE LETTER

[Senders Name]
[Address line]
[State, ZIP Code]

[Letter Date]

[Recipients Name]
[Address line]
[State, ZIP Code]

[Subject: Normally bold, summarizes the intention of the letter] -Optional-


Dear [Recipients Name],

Mr. Park was admonished on February 10, 2010, for not recording his use of the company truck for personal matters. Mr. Park has unequivocally agreed to ask for permission in the future before using the company vehicle for personal matters or errands, and that he will record it correctly. He is aware that this letter is going to be placed as a permanent record in his personnel file. However, if Mr. Park will not violate any company policy for one year, this will be deleted from his records. Another private personal use of any company truck will result in Mr. Park's dismissal.

Sincerely,

[Senders Name]
[Senders Title] -Optional-

[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -

Letter to reprimand an employee for violating a company policy.

Further things to consider when writing reprimand letters to employees

Further things to consider when writing reprimand letters to employees

Reprimand Letters

Reprimand letters are letters written to rebuke or criticize others because of their actions or behavior. These are usually written by supervisors at work and used as an official statement of a behavior an employee needs to improve. A reprimand letter specifically and clearly points out the behavior or performance problem an employee is supposed to improve as well as the consequences if he/she shows no improvement. In most cases, a reprimand letter is preceded by a formal verbal warning about the issue. It is one of the major elements that constitute a company's disciplinary process.

Effective reprimand letters use strong, yet respectable tone. Prior to writing, check to see that the company procedures and policies are in place. Start by mentioning the recipient's positive qualities or behavior. Make a clear statement of the performance issue or behavior that the recipient must improve. Explain how this has impacted the company negatively. Enumerate specific suggestions on how the recipient can improve the situation. Describe any actions that will be taken against the recipient if the situation doesn't change. End on a positive note that gives encouragement, demonstrates concern, or that expresses confidence that the recipient will resolve the issue.

Letters to Employees

Letters to employees are letters written to individuals who work for an organization or for another person. If you are an employer or manage a group of employees, the chances are that you will have to write to the employees at some point. It could be an introduction letter to introduce a new product or service to salespersons, a rejection letter to turn down an employee's request for a promotion, or a thank-you letter to thank an employee for his/her hard work. You could also write a termination letter to fire an employee for his/her poor performance. Whatever the reason for your writing, the letter must be formal and professional.

All letters to employees must be addressed with the proper names of the recipients. But if your message is intended for all employees in general, you can address your letter as "To all employees". State the purpose of the letter. Convey your message briefly but clearly, highlighting all the important details. If the issue that you are writing about requires further explanation, make sure to offer your explanation in a way that the recipient can easily understand. Wrap it up with a positive note or a call to action.

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