Employees will inevitably make mistakes—it’s a natural part of any workplace. However, when errors become a recurring pattern or indicate inappropriate behavior, it’s essential for managers to step in. While a quick conversation might be enough to get an employee back on track, there are times when a formal disciplinary action notice is necessary.
What is a Disciplinary Action Notice?
A disciplinary action notice formally notifies an employee that their behavior is unacceptable. It outlines the consequences of their actions and provides a clear procedure for disciplinary action. This documentation ensures fairness and accountability in the process.
Key Components of a Disciplinary Action Notice
To be effective, a disciplinary action form should include comprehensive documentation of the incident and any previous warnings.
Essential elements include:
- Detailed Account of Behavior: Record specific details, including dates, times, and descriptions of the behavior, such as absenteeism, poor performance, or policy violations.
- Past Verbal Warnings: Document any prior verbal warnings related to similar issues.
- Company Policy References: Cite the relevant sections from the employee handbook.
- Policy Violation: Clearly explain how the employee’s actions breach company policy.
- Improvement Expectations: Set out specific steps and a timeline for the employee to improve.
- Consequences: Clearly state the potential consequences if the employee does not meet the improvement expectations.
- Employee Acknowledgment: Ensure the notice includes a section for the employee’s signature to confirm they have received and understand the notice.
Issuing a disciplinary action notice gives the employee an opportunity to correct their behavior before termination becomes necessary. Ideally, the employee will take the steps needed to improve. If not, having detailed documentation is crucial, especially if any legal issues arise later.
At aHRrow, we’re here to support your team through every step of the disciplinary process. By following these guidelines, you can maintain a fair and accountable workplace while helping your employees get back on track.