- Notify the employee of his or her violation.
- Explain that the company's success also relies on the employees' work ethic.
- Remind the employee that insubordination will be dealt with accordingly.
- Express positivity in the situation by giving consideration to the employee. Anticipate that employee will not repeat the violation.
- Offer to set up a meeting to discuss the incident.
[State, ZIP Code]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
We have noticed that you have violated one of the company's codes of conduct. Over the years, we have always practiced leading by example, and that has always been the basis of our success.
I am sure you understand the company's policy when it comes to insubordination and let me remind you that that we will reprimand you for your action accordingly.
Moving forward, we are confident that this will not happen again. We have always known you as someone with a very positive behavior and hope that this is only an isolated incident.
With all that said, my office is always open for further discussion concerning the issue.
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter of reprimand for insubordination.
Further things to consider when writing reprimand letters to employees
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.