1. If an employee violates your company's policies, write a brief letter to him/her. Avoid making any remarks about your employee's character. The severe tone of your letter will be enough to imply the seriousness of the violation and get the employee's attention. Also, take a look at "Document Employee Reprimands".
  2. Tell the employee about the policy he/she violated. Present the evidence too.
  3. Tell the employee what they can do to make up for this violation.
  4. End on the note that you are hoping for remedial actions from your employee.


[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],

It has recently been brought to my attention that on the 5th of March, a Wednesday, you used the company vehicle without first obtaining permission from the required staff member.

I am sure that you are aware that this is a direct violation of company policy. You were advised upon your hiring of all the guidelines that govern the use of company-owned vehicles, and we have not been lax in reminding everyone of this.

I would like to ask that you visit my office before the end of the day to sign a document recording this incident. It will remain in your personal file for a span of six months. Should you repeat this action, we will be submitting your file to HR for them to review along with a recommendation that may lead to your dismissal.

I hope that this will serve as a stern enough warning that the company will not tolerate any behavior that violates company policies.


[Senders Name]
[Senders Title] -Optional-

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

Criticize an employee for a breach of policy. Sample letter.

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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