Employee Disciplinary Action (Discipline) Form

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Updated June 27, 2022

An employee disciplinary action form is designed to inform an Employee who is unable to follow the policies or expectations set by their Employer the result of their action(s).  The punitive action defined in this form will usually be unwelcome by most employees, so it would be considered wise to document it, then present it in writing. A standardized document will make sure to keep this action on a professional level while, at the same time, providing a hard copy record which each party should keep for future reference.

When to Use an Employee Disciplinary Action Form

An Employee Disciplinary Action Form should be utilized when there is professional behavior or performance concerns regarding an individual that require immediate improvement. Disciplinary action could be taken for inappropriate conduct, safety violation, performance or quality issues, absenteeism, late arrivals,  policy/procedure violation, etc.

Elements of an Employee Disciplinary Action

The An Employee Disciplinary Action Form should be inclusive of all pertinent details that are encompassing of the issue and the employee. Common information to include is:

  • The employees first and last name.
  • The date of disciplinary action.
  • A detailed description of the issue (include dates, times, location and witnesses of the issue, if applicable).
  • Any prior history in relation to disciplinary action at hand.
  • Any employee comments in regards to the disciplinary action.
  • Corrective action being requested of the employee and expected date of appropriate behavior or improvement.
  • Additional pertinent comments of the Manager or individual providing Disciplinary action, as a result of the meeting.
  • The name of the employees reporting Manager.
  • Signature of the employee acknowledging corrective action form and agreement of requested improved behavior.
  • Signature of the employees Manager or individual providing Disciplinary action.

Step by Step: Disciplining an Employee

1. Give verbal warning of violation

Once a violation, lack of performance or behavior concern is presented the employee should be notified immediately. Communication should encompass suggested methods to improve behavior along with pertinent policies and procedures in question.

2. After second violation give written notice

Once the employee commits a second violation the employee should be provided a written notice by the appropriate company representative. The notice should provide details of the inappropriate behavior, performance concern or policy violation. Employee should be notified immediately of expectations and ways to improve along with consequences if improvement is not received.

3. Third strike constitutes an employee review

After a third violation of a company policy, lack of performance or evidence of inappropriate behavior a formal review may be conducted of the employee. All previous history of company concerns or violations should be documented and the employee should be notified of next actionable steps that may be taken by the Manager or company. Appropriate Human Resources consultants may be present to ensure appropriate performance guidelines and disciplinary action are taken.