Sample Disciplinary Letter
SAMPLE DISCIPLINARY LETTER
Date
Name, Address
Dear (Employee):
This is notification of a (written reprimand, or x-day suspension, or discharge) for violation of (contract article or work rule).
(For all employees receiving actual days off without pay) Your suspension without pay will be (dates). You are expected to return to work on (date) at (time).
(Briefly summarize the facts on which the discipline is based.) Example: You requested vacation on July 3, and the request was denied. When you called in on July 3 to say you were too ill to come to work, you were required to bring in a medical verification that you were unable to perform your job tasks. When you returned to work, you told everyone about the canoe trip you had taken.
(Briefly summarize what happened at the pre-discipline meeting.) Example: At the pre-discipline meeting held on … and attended by… you asked for more time to provide the verification. It was agreed to extend the time for five working days. You still have not provided the information.
(Summarize previous notice to employee of expected conduct or discipline, if any, which is part of this progressive chain.) Example: Attendance was discussed with you on the following dates: xx,xxxxx.. You received an official oral warning on the following dates: xxxxxx. You received a written reprimand xx,x xxxx.
(Warning about future misconduct) Please note that future violation of this (article/ work rule or other work rules) will lead to further discipline up to and including discharge.
(Statement of appeal right) If you do not believe this decision was based on just cause, you may grieve this action through the grievance procedure of your collective bargaining agreement.
Sincerely,
Name, Title
Attachment (Employee Assistance Program information)
C: Union Steward
Department Head
HR & EO
................
................
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