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Employee Disciplinary Action Form: 3 Best Practices and Free Templates

Business organizations are usually equipped with principles to be followed — these principles ensure a smooth flow of activities. In order to answer the violation of the principles of every business, a specific form is used as an official method of communication to the employees — an employee disciplinary action form.

 

Part 1
What is an Employee Disciplinary Action Form?

Employee disciplinary action form is a professionally designed form that is issued with the aim of informing an employee that is unable to follow the policies that are set by the business organizations. Whenever this form is issued it promotes professionalism in the handling of the matter that is also accompanied by a hard copy that each party is to keep for future reference.

The form is made of details elements ranging from the matter to be addressed to the details of the employee. Some of the foundational details to be included when drafting the form include the following:

  • The first and the last name of the employees
  • The date the disciplinary action was conducted
  • An in-depth description of the issues including the dates, the location and the witnesses of the issues
  • Any previous disciplinary action issued before
  • The comments of the employees concerning the matter
  • The corrective action that is requested of the employee and the time expected to improve on the behavior
  • The signature of the employees as the agreement that the requested behavior will improve
  • Signature of the manager of the employees or any other individual administering the disciplinary action

Part 2
Reasons and Benefits

  1. A Reminder of the Policies

    The organization is made up of many policies. Sometimes, it takes time for the employee to be completely aware of all the procedures and guidelines. For instance, a new employee recruited from the college may lack the complete experience of the guidelines that govern the working environments. Therefore, a disciplinary action form becomes a platform for reminding such employees as well as offering them a clear explanation. The reminder and the clarification of the policies become a better chance for mentoring and coaching the employees.

  2. An Opportunity for Improvement

    It gives the employee an opportunity to re-evaluate their actions, become keener with the rules and therefore changing their behavior accordingly.

  3. Fair Disciplining

    When correcting an employee, it is imperative to know verbal and non-official correction might raise a sense of unfairness. This may lead to factions between employees and the employer affecting the ultimate production.

Part 3
Best Practices

Here is the best way the disciplinary action is handled:

  1. Verbal Warning

    Whenever the employee trespasses against the policies, he/she should be notified as soon as possible. The warning should be done in a professional manner as well as addressing the policies in question.

  2. A Written Notice

    After the second violation by the employee, he/she should receive an official written notice from the appropriate company representative. The notice should comprise of the policies violated, the expectation to improve and the ways along to improve as well as the aftermath should improvement fail.

  3. Employee Review

    After the employee violates the policy the third time or shows no signs of improvement, a formal review on the employee become necessary. All the previous violations are documented, and the employee is informed of the next disciplinary action that would be taken by the management.

Part 4
Sample Form

Below is a sample of the employee disciplinary action form that a company would draft. It is brief and simple yet profound.

EMPLOYEE DISCIPLINARY ACTION FORM

Employee: ……………………………………..…  Date of Warning: …………..……………………
Department: ……………………………………  Supervisor: ……………………..……………………

Type of Violation

Safety: ………………………………………
Carelessness: …………………………..
Work Quality: …………………………..
Other (explain): ………………………..

Warning

Violation Location: ……………………. Time: ………………………… Date: …………………….

Employer’s Statement
………………………………………………………………………………………………………………………………
………………………………………………………………………………………………………………………….…..

Employee’s Statement
……………………………………………………………………………………………………………………..……….
………………………………………………………………………………………………………………………………

Decision
………………………………………………………………………………………………………………………………
……………………………………………………………………………………………………………………….……..

Previous Warnings

First Warning: ……………………………………… Date: ………………………………………
Second Warning: ……………………………..…. Date: ………………………………………
Third Warning: …………………….……………… Date: ………………………………………

Signatures

Employer’s Signature: ……………………………………… Date: ……………………………………

I have read and understood the warning decision and have received a copy of the same.

Employee Signature: ……………………………………… Date: ………………………………………

 

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Step 2: Users will click the “Open Submission Form” button to fill it out and submit it.

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Step 3: As soon as a new record is added, participants with “View” rights will receive an email notification and can view it in real time on the Timeline screen.

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