Free Employee Reprimand Form Templates [Letters & Samples]

An employee reprimand form is issued by a supervisor and manager to the employee. When employee involves in misconduct, the company has to take disciplinary action against him. Due to this reason, this form is issued to the employee.

What is an employee reprimand form?

An employee reprimand form is a formal document that states the violation, the actions that will be taken, and confirmation of its issuance. A detailed description of violation that was committed in the company is described in it. It serves as the first letter of the disciplinary process. However, you should make sure that you have engaged with the employee on oral counseling in a private meeting before issuing this document.

Furthermore, it acts as an official letter that keeps track of employee’s improvement after being call for misconduct. When the organization’s management observes an employee’s improvement progress, they will issue the employee reprimand form. On the other hand, if management wouldn’t observe any significant improvement in the employee, they may take strict action like dismissal. You may also like Employee Disciplinary Action Form.

How to create an employee reprimand form?

For creating an employee reprimand form, you have two options. The first one is that you can download the employee reprimand form template from any website. And the other one is to follow step by step guide to write your own;

Consult with your seniors:

Before taking disciplinary action, take time and consult with your seniors about it. Your seniors may include human resource department, supervisors, and managers. By consulting with them, you can have an inclusive disciplinary review process. You can also visit the organization’s policies and regulations so that the legal process is followed. Additionally, it makes sure that either you are the accurate person to undertake the disciplinary actions or not. In some companies, the supervisors are not allowed to issue the reprimand form and in case you create it then your effort could go into waste.

Documentation:

After ensuring the legality, move forward and track the behaviors you would want to correct. Include the misconduct in detail, the date committed, time, and counseling. If you verbally communicate with the employee, note down the details of your conversations. For example, during conversation, you can note down the expectations you arrived at. Also, include the course of action that should be taken if the employee fails to reform. You should also check Employee Contract Template.

Explain the misconduct:

After verbal counseling, give some time to the employee before issuing him a written reprimand form. If you don’t notice any improvement then you should proceed further and write the reprimand. Write the first misconduct that you observed. At first, mention the observations noted in the first oral conversation. In this way, you can cite evidence from the previous counseling.

Description of expectations:

Here you have to provide the description of expectations from the said employee. For example, you can state that from starting today the employee has to handle his projects without any delay. If the employee isn’t completed the assigned projects on time then he or she can be resigned the place of work.

Consequences:

In the end, ask the employee either he refuse to make improvements or not. Moreover, clearly state that the employee has been counseled to rectify his behavior and if any future misconduct occurs a strict disciplinary action could be taken such as employment termination. Affix the signatures of both management and employee. These signatures serve as proof of receipt for both parties. You may also see Employee Clearance Form.

Draft Letter of Reprimand

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University of Houston Victoria Formal Written Reprimand Form B

Conclusion:

In conclusion, an employee reprimand form is an official document that acts as the first letter of the disciplinary process. It contains a detailed description of violation that was committed in the company. This form keeps record of employee’s improvement after being call for misconduct. After verbal counseling, if employee doesn’t improve its behavior then this form is issued to him.

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