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Employee Reprimand Letter


Help with employee reprimands & terminations

If the employee laughs at your reprimand letter...

Writing and Using an Employee Reprimand Letter

Why you must get rid of bad employees if reprimands don't work.



Rarely is an employee ever fired on the spot unless that individual is a threat to the safety of other workers or involved in criminal activity. To discipline an employee properly, you must follow a procedure that gives this person chances to fix his or her behavior. This progressive discipline also creates the documentation necessary if you need to fire the employee once all efforts at rehabilitation fail. The employee reprimand letter is part of this documentation.

Before Writing The Employee Reprimand Letter

Before writing such a letter, you must clearly explain the behaviors and performance you expect from the employee. Do this with a verbal warning.

Let me give you an example.

Let's say you are a manager in an Information Technology (IT) company and have hired a new computer programmer right out of college. All software developed in your company must pass a rigorous quality control process. And let's just say the personnel in the quality control department go a little overboard with the high standards. Occasionally, this happens. The new hire may not be used to these standards and cannot get the products past the quality control department. This results in missed deadlines and unhappy end users. Before you write an employee reprimand letter, you must guide this programmer through this problem. Give him your expectations and then provide some help in meeting them. If the new hire repeatedly cannot meet the job requirements, then give him a verbal warning. You might make a note of this verbal warning your files so you can recall details later if necessary.

When It Is Time To Write The Letter

After all attempts to get the employee back on track fail, it is time to write the employee reprimand letter. It is in this letter where you will make reference to previous verbal warnings and outline expectations. In the employee reprimand you must state what the expected performance is and what the consequences will be should the employee fail to meet it.

Have the employee sign the letter. This provides a record saying that you did meet with the employee and presented the information detailed therein. Also state a deadline in the letter for the employee to achieve the desired behavior. Always remember to attach a deadline to your expectations.

The written reprimand letter could be just what the employee needs to correct the situation. If it does not turn the employee around then it is a critical document in termination process. It shows you tried multiple times to correct the employee's behavior.

A new concept in employee termination and discipline


Reasons to Terminate a Problem Employee

A problem employee can damage your business in many ways. He or she can slow down production, cause other employees to become disgruntled, be a safety hazard, or even cause legal troubles. Therefore, it is important for you to either get a problem employee in shape or to terminate him or her before it leads to more problems.

Having Production Slowed by a Problem Employee

You may not realize it, but a problem employee can significantly slow down production. For example, if the problem employee is routinely late arriving to work, production may cease altogether as the other workers wait for the employee to arrive. Or, even if production continues, it may slow down as a less skilled worker tries to take over. The same is true for an employee who purposely works slowly, who abuses break privileges, or who simply doesn’t pay attention to his or her job and makes too many mistakes.

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