GUIDELINES
- The violation of your company's policies by an employee is a serious situation, but you should stay calm. Write a brief and courteous letter. Avoid using insulting language and only talk about the main issue. You should also see "Document Employee Reprimands."
- Explain the reason of reprimanding your employee. Mention the relevant facts as evidence.
- Tell the employee what measures can be taken against him/her and how can he/she remedy the situation.
- Finally, express your confidence that the employee will take active measures to make up for what he/she did.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I firmly believe that an employee's ability to make it to the office on time says a lot about his or her work ethic. Not being tardy shows a worker's eagerness, commitment, and respect for the job that he or she is being asked to do. It saddens me to have to let you know that should you be late to work again in the next few days; I have no other choice but to submit your file and a recommendation for dismissal to the HR team.
Our records have shown that just in the past week you have been noted tardy three times. In the past month, there has not been a week that you haven't been late at least once.
I would like to hear an explanation from you. Perhaps there is something that we can do to help you from being consistently late. Please see me in my office as soon as possible.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Reprimand letter to an employee for poor attendance, tardiness.
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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