Knowing How To Word Disciplinary Email Well is a crucial skill for anyone in a leadership or management role. No one enjoys sending these emails, but sometimes they’re necessary to address performance issues, violations of company policy, or other workplace problems. Getting it right can make a big difference in how the employee receives the message and how the situation is resolved. This guide will walk you through the key elements of writing effective disciplinary emails.
Clarity, Directness, and Professionalism: The Foundation
When it comes to disciplinary emails, you want to be crystal clear. It’s incredibly important to be direct and avoid any ambiguity to prevent misunderstandings. That means stating the problem specifically and concisely.
This approach will ensure that the recipient fully understands the issue at hand. You should maintain a professional tone, even if you’re frustrated. Think of it this way: You’re not just communicating a problem, you’re also setting expectations for future behavior. A few crucial things to keep in mind:
- Use simple, straightforward language.
- Avoid slang or jargon.
- Focus on the specific behavior, not the person.
You should also think about these things:
- Be sure you have all the facts before sending the email.
- Review company policy so you can reference it.
- Get a second opinion from another manager or HR rep if possible.
| Do | Don’t |
|---|---|
| State the issue clearly. | Beat around the bush. |
| Reference company policy. | Make assumptions about the employee’s knowledge. |
Example Email: Addressing Tardiness
Subject: Regarding Recent Tardiness
Dear [Employee Name],
This email is to address your recent instances of tardiness. Company policy states that employees are expected to arrive by 9:00 AM. We have noted that you have been late to work on [Date], [Date], and [Date].
Specifically, on [Date], you arrived at 9:15 AM. On [Date], you arrived at 9:20 AM, and on [Date], you arrived at 9:30 AM. These instances have impacted [mention the impact, e.g., team meetings, client appointments].
Please review the company’s attendance policy, which can be found in the employee handbook on page [Page Number]. We expect you to adhere to this policy moving forward. We would like you to arrive on time for every shift moving forward.
If you are experiencing any issues that are causing you to be late, please inform your manager. We will provide you with options to solve this issue, if needed. We want to help you maintain your good work performance. If there are any further tardiness, it could lead to further action. Please acknowledge receipt of this email and confirm your understanding.
Sincerely,
[Your Name]
[Your Title]
Example Email: Addressing Incomplete Tasks
Subject: Regarding [Project Name] and Incomplete Tasks
Dear [Employee Name],
This email addresses the incomplete tasks related to the [Project Name] project. We’ve noticed that the following tasks have not been completed by the deadline of [Date]:
- [Task 1]
- [Task 2]
- [Task 3]
According to the project plan, these tasks were essential for the project’s success. This situation has impacted our ability to meet the project timeline and [mention the impact].
We need these tasks to be completed as soon as possible. Please provide a plan of action for completing them by [New Deadline]. Please let me know if you need any help with those tasks.
Please also be sure to prioritize finishing your work on schedule. Failure to complete these tasks in a timely manner could lead to further disciplinary action, according to company policy. Please acknowledge receipt of this email.
Sincerely,
[Your Name]
[Your Title]
Example Email: Addressing Inappropriate Language
Subject: Regarding Workplace Conduct
Dear [Employee Name],
This email addresses the use of inappropriate language in the workplace. On [Date], you were heard using [specific language used] during [specific situation or context].
Our company is committed to a respectful and professional work environment, and the use of inappropriate language goes against our code of conduct, as outlined in the employee handbook (Section [Section Number]).
We expect all employees to treat each other with respect. Please refrain from using this kind of language in the future. If you are having some type of personal problems, please contact the HR department.
Please review the code of conduct. Further violations of this policy could lead to disciplinary action. Please acknowledge receipt of this email.
Sincerely,
[Your Name]
[Your Title]
Example Email: Addressing Unprofessional Conduct
Subject: Regarding Professional Conduct
Dear [Employee Name],
This email addresses your conduct during the meeting on [Date]. During this meeting, you exhibited [describe the unprofessional behavior, e.g., interrupting colleagues, being disrespectful, talking on the phone].
Our company culture is based on professional and respectful communication. Unprofessional behavior can disrupt teamwork and negatively impact our ability to achieve our goals. Company policy states that all employees are expected to maintain professionalism.
We require you to communicate in a professional manner going forward. Please review the company’s conduct policy in the employee handbook (Section [Section Number]).
Please confirm your understanding of these expectations and acknowledge receipt of this email. Further instances of unprofessional behavior will result in disciplinary action.
Sincerely,
[Your Name]
[Your Title]
Example Email: Addressing Policy Violations
Subject: Regarding Policy Violation
Dear [Employee Name],
This email is to address a violation of company policy. On [Date], it was found that you [Specific policy violation, e.g., accessed unauthorized files, shared confidential information, etc.].
This action is a violation of [Specific policy violated], as stated in the employee handbook, section [Section Number]. This policy is essential for [reasons for the policy, e.g., protecting sensitive data, ensuring security, etc.].
The consequences of violating this policy is [explain the consequences]. We must require you to follow company policy and you are required to cooperate fully with any investigation.
Please confirm your understanding of the violation and acknowledge receipt of this email.
Sincerely,
[Your Name]
[Your Title]
Example Email: Addressing Performance Issues
Subject: Performance Review and Action Plan
Dear [Employee Name],
This email is to address concerns regarding your recent job performance. During your recent performance review, we discussed areas where improvements are needed, including [mention the specific areas, e.g., meeting deadlines, quality of work, customer service, etc.].
We recognize your contributions and are committed to helping you improve. We’ve developed an action plan to support your development. This action plan includes [list the actions, e.g., additional training, mentoring, setting performance goals].
You are expected to make progress in the areas outlined in the action plan. We will schedule follow-up meetings every [Timeframe, e.g., week, month] to review your progress. Failure to meet the goals in this action plan could lead to further action.
Please review the action plan and schedule a time to discuss it. Please acknowledge receipt of this email.
Sincerely,
[Your Name]
[Your Title]
In conclusion, writing effective disciplinary emails requires clarity, directness, professionalism, and a focus on the specific issue. By following the guidelines and examples provided, you can create emails that clearly communicate the problem, set expectations for the future, and contribute to a more positive and productive workplace. Remember to document everything and consult with HR or legal counsel when necessary. Following these steps will help ensure that your disciplinary emails are as effective and constructive as possible.