Reprimand an Employee for a Breach of Policy

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When it comes to reprimanding an employee for a breach of policy, it’s important to approach the situation with a professional and respectful tone while still getting your point across. Here are some samples.

Sample 1: Reprimand an Employee for a Breach of Policy

Start by clearly and concisely stating the specific policy that has been breached and its impact on the company or team.

Suggested Subject: Working Together to Avoid [Policy Breach]

Dear James,

I am writing to bring to your notice that I’ve received a lot of complaints concerning your actions and interactions with the female members of your department. I am upset at the severity of these complaints made against you and would like to get to the root of this as quickly as possible.

As regards this, you’re to see me and the HR first thing in the morning on Monday to thoroughly discuss this and the consequences of your actions.

I look forward to hearing your version of the events.


Michael Aburimen

Sample 2: Reprimand an Employee for a Breach of Policy

Offer specific examples of the employee’s actions that led to the breach.

Suggested Subject: Addressing [Policy Breach] Concerns

Dear Osamudiamen,

I am writing this email to inform you that it’s been brought to my notice that on the 24th of February, you took the company’s car home without getting permission from the necessary authorities.

You should know that this is a clear violation of the company policy. Upon hiring, you were properly sensitized about the use of the company’s vehicles without proper authorization.

Please make sure you drop by my office to say to sign a document that will go into your file to serve as an official warning. If this happens again, you’d be facing HR for a review that may result in your dismissal.

The company will not tolerate any policy behavior that violates the company policies. Take this as a stern warning.


Tunde Adebowale

Sample 3: Reprimand an Employee for a Breach of Policy

Avoid using confrontational or accusatory language and maintain a professional and respectful tone throughout the conversation.

Suggested Subject: Action Required: [Policy Breach]

Dear Isabel

This email is to inform you of your poor behavior with a customer on the 5th of May. The customer showed proof of how you treated them and upon confirming, we found this to be true.

The customer called about a problem with their account and you said, “What did you do with your account? Just open another account and stop calling customer service for unimportant queries.”

This is extremely disrespectful and goes against everything we stand for as a company. As this is your first offense, we’re not going to file this in your records.

If this ever repeats itself we will be forced to let you go.


Jenny Osunde

Manager Human Resource

Sample 4: Reprimand an Employee for a Breach of Policy

Offer practical suggestions for how the employee can correct the situation and avoid similar breaches in the future.

Suggested Subject: Improving Performance: [Policy Breach]

Hello Sandra,

This email serves as a warning to you for disregarding the company’s smoking policy.

It is clear in the company policy that you signed upon hiring that employees are not allowed to smoke on the company premises. Still, you have disregarded this policy and have been caught smoking in the cafeteria.

Consider this an official warning that will go in your record. Failure to abide by this policy will lead to the termination of your contract.

We hope this clears up any misunderstanding.


Stephanie Joan

Head of Human Resource

Sample 5: Reprimand an Employee for a Breach of Policy

Highlight the importance of following company policies and procedures and how it affects the employee’s role and the company as a whole.

Suggested Subject: Following Up on [Policy Breach]

Dear John,

This email is regarding your absenteeism from the office. This is affecting your team’s efficiency and your performance. We take attendance important and it’s expected for all employees to abide by the company policy and guidelines regarding time offs.

You violated this policy many times last month alone. More specifically, you were not present in the office from the 18th to the 21st and on the 22 you left 4 hours before official closing time. All along neither the HR nor the manager was aware of the reason behind your disappearance.

We understand that this is unlike you and you may be dealing with some personal issues, this is why we’re not filing this reprimand in your file but only as a gentle warning. If you’re going to be out of the office for whatever reason, you must let your manager or HR know beforehand.

We hope this does not happen again otherwise we may be forced to take disciplinary measures and possible termination.


Manager Human Resource

Sample 6: Reprimand an Employee for a Breach of Policy

In your reprimand email, you can offer support and resources to help the employee improve their performance and avoid similar breaches in the future.

Suggested Subject: Urgent Matter: Breach of [Company Policy]

Dear Rudy,

This email is written to officially reprimand you for a breach of policy. Upon hiring you signed a document that specifically states that employees should not share company information with anyone outside the company.

Yet this is exactly what you have done. We have substantial evidence that you met with someone on the 2nd of May and shared sensitive company information with them. This is a clear breach of the company’s policy as a result, you have a meeting with your manager and HR slated for tomorrow at 9 AM to discuss the severity of your offense and your future in this company.


James McCarthy

Sample 7: Reprimand an Employee for a Breach of Policy

Don’t just wack the words at the employee, you may want to end the conversation on a positive note by expressing your confidence in the employee’s ability to make positive changes and improve their performance.

Suggested Subject: Important Discussion Regarding [Policy Breach]

Hello Chukwuemeka,

This is to inform you that the management team has been receiving complaints about you from your female team members. Some of the women in your team have complained about your condescending jokes and chauvinistic remarks.

This may be an issue caused by imprudent thinking on your part, nonetheless, it breaches company policy. We’re a forward-thinking company and complaints like this paint us in a bad light.

You’re to meet with the manager-human resource for a meeting tomorrow and tender an apology to the women you’ve distressed.

Let this be a firm warning as a reoccurrence of this and your employment may be terminated.


Samuel Jonathan

Updated on December 23, 2023

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