In a perfect words, all the employees of a company would come to work on time, deliver their hardest possible work for the company and don’t do anything wrong but again, this is only possible in a perfect world. The world where we live is not ideal which means it’s very common for workers and employees to somehow violate company policies or misbehave in a manner that puts the entire company on jeopardy. Experienced employers know how to handle such employees and they usually have personal meeting with them, understand the cause of misbehave and try to put the employee on correct path or at least give him instructions to go back to previous state of work. In case this type of meeting doesn’t result as expected, there is usually nothing you can do as an employer other than issue an official warning letter to the employee. This warning letter is commonly known as disciplinary action form.
General types of Disciplinary Action Form:
- Oral discipline:
This is a common type of discipline that employers do very often and most of the time, it gives good results. When an employer has a meeting with the employee who is misbehaving in a way and they discuss how his actions are affecting work of others, it’s usually enough to open that employee’s eyes and to see his termination in near future.
- Verbal discipline:
In case a one-to-one meeting with the employee didn’t result in any corrective action, maybe it’s time to take the matter seriously and start writing official notice letters for record keeping purposes. This is usually done with the help of a disciplinary action form.
Free Disciplinary Action Forms
Download these free Printable Disciplinary Action Forms to assist you in preparing your own Forms easily.
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Guidelines to prepare a Disciplinary Action Form:
This disciplinary action form should start with putting the essential details i.e. name of the employee, his designation, the department where he works, the branch where he works and date on which this letter is being drafted.
Details of Violation or Breach of Company Policies:
This is the heart of this action form because this will include all the details of violation of company policies or misconduct of an employee. This can be something very simple i.e. coming late to office on regular basis to something very serial i.e. sexual harassment or stealing from the company. The one thing that you need to do here is to explain the details of violation or misconduct as much as possible. From date on which the incident happened to witnesses who watched it happened to how the incident affected work of other employees to the level of discomfort other workers feel around the employee who misbehaved in some manner.
Immediate Superior’s Statement about the Violation:
It is very common that these disciplinary action forms are drafted and issued by HR department which means if an employee has done something wrong, his immediate superior i.e. manager or HOD will inform the HR department about the misconduct and give details in his or her own words. The writer of this form should put those words here in the letter and let the employee see how his actions were seen by his superiors.
Actions to be taken by the Employee:
Here the writer of this form needs to be very precise and should choose his words very carefully. There are many examples of employees taking their termination to court just because the employer didn’t give clear instructions about what the employee is supposed to do in order to make things right. Although it’s understood that by reading the details of violation and how it affected the overall progress of the workplace would give an idea to the employee about how he can make things right but it’s important for the employer to give clear instructions of actions that are necessary to be taken by the employee.
Details of Similar Situation from the Past:
This is something that many HR managers do but it’s not usually required for disciplinary action forms. This is the part where you are required to include details of a similar incident from the past; how it occurred, how the employee was informed and what actions he took that saved him from termination from the job. This will allow the employee to see what could happen if he lets this letter go unnoticed or denies taking any corrective action.
This is the last part but very important one because it will make this letter official and presentable in the court in case the employee wants to deal with this whole matter legally. In this part, the signature of person writing the letter is important along with signatures of 2 witnesses who can take the stand just in case the dispute goes to court.