How to Serve Employee Reprimand (Free Forms)

An employee reprimand form is an official document used to gather information and deliver on an Official Reprimand as a result of an Employee’s violation of the Employer’s governing rules and regulations. The form sets out the violation, the action(s) that shall be taken, and a confirmation (signature) that it has been issued by the Employer and received by the employee.

A reprimand form is basically used to inform the employees of your organization of their violation and, in most cases, acts as the first letter of the disciplinary process. However, before the employee reprimand form is issued to the employee, it is important that both the human resources and the Employer engage with the employee on oral counseling and warning in a private setting and only issue the form after critical analysis and observation of the employee’s improvement progress.

Issuing an employee reprimand form is important as it provides evidence that the employee was duly informed of their violations and counseled at each step of the way during the improvement process should their fail to show significant improvement and further disciplinary actions have to be taken against them.

Contents of an Employee Reprimand Form

When preparing an employee reprimand form, the following are the basic elements that you should consider including in the form:

  • Employee’s first and last name and the date of Reprimand
  • A description of the employee’s behavior and inappropriate action
  • The policies or guidelines that the employee has violated
  • Any previous warnings that have been issued to the employee due to previous violations or misconducts
  • Disciplinary actions were taken against the employee, and any constructive feedback issued to the employee

Process of Serving an Employee Reprimand

Disciplining employees is a compulsory matter in any organization, albeit an unpleasant one. Effective discipline can significantly help correct an employee’s behavioral issues, thereby improving their overall performance. Effective discipline can also help to protect your organization against wrongful termination lawsuits.

As such, it is imperative to have a strategically designed discipline policy so that all your employees understand what is expected of them and what will happen if they fail to meet your expectations. Having this degree of constancy will provide your organization with a great sense of stability that all your managers, HR personnel, and employees will appreciate.

Using the following steps when issuing a reprimand can make it easy for you to meet this ideal:

Step 1: Give verbal warning in a private setting

Since a written employee reprimand is a show of serious disciplinary action against the employee, it is important to first sit and discuss with them in person and issue them a verbal warning before issuing them with the written employee reprimand form. On some occasions, you may find that the employee is now aware of the policy that they are violating or of their inappropriate behavior, and a simple sit down with them may help them understand and change their actions.

Step 2: Hand down a disciplinary action

After issuing the employee with a verbal warning in a private setting and the employee fails to improve on their behavior or performance as requested, you should issue them with disciplinary actions. After issuing the disciplinary action, make sure to go through them with the employee to help them understand why such action has been taken against them.

Step 3: Give corrective actions to be taken

After receiving all the facts and details regarding the incident, the next step that you should take is to provide the employee with corrective action. The corrective action issued should comprise the steps the employee should take to correct their behavior with detailed guidelines on when they are expected to have modified the said behavior/action.

Step 4: Serve and obtain a signature from the employee

After discussing and making sure that everyone is on the same page, all the parties involved should sign the form to formalize it. The employee should sign the employee reprimand form to show that they acknowledge and agree to abide by the requested corrective action. The Employer, on the other hand, by signing the reprimand form, acknowledges that all issues included in the form were adequately addressed. Both parties should keep a copy of the signed form for future reference.

Additional Advantages of Employee Reprimand Form

Employee reprimand form has other benefits, including:

  • Providing both the employee and the Employer with ways to measure the current performance
  • Providing the employee with ways to improve and maintain their current performance
  • Providing additional ways to establish goals and deliver on those goals

Download Free Employee Reprimand Form Templates

Employee reprimand forms should be crafted with a lot of care as such documents may be presented as proof in legal proceedings should the employee sue your organization for unfair dismissal. As such, you must not leave out any crucial information that may prove costly in the long run. To ensure that you capture everything, download and use our free and premium Employee Reprimand form templates to help you out. The process is simple; simply click on one that suits you best, download, customize, proofread, and you are good to go. Download now and get started.

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Frequently Asked Questions

Is Reprimand the same as a warning?

Yes, in a way, they are the same as they all serve the same purpose. A reprimand is an official warning given to an employee by their supervisor/manager/employer in an attempt to improve unwanted behavior. Consequently, a warning is an advance notice of something or caution given to the employee before repeating something wrong so as to avoid repetition of the same wrong.

How serious is the letter of Reprimand?

A letter is Reprimand should be taken with utmost seriousness as it can be career-ending. Even without undertaking the prescribed punishments, in some institutions, for instance, the military, once you’ve issued your employees with the Reprimand form, it may be difficult for them to secure advancements in rank.

Conclusions

When your employee violates your company’s policy or continually fails to perform at their job, it is important that as the Employer, you inform them of their violations or poor behavior that is leading to such dismal performance. However, before issuing them a reprimand letter, it is important that you first invest several hours to coach and counsel them accordingly to help them improve on their performance. Creating the paper trail, i.e., the employee reprimand form, that may lead to dismissal should the employee fail to improve their performance is prudent for you as the Employer as it may help you in the event of litigations.