Reprimands are written to give official warnings to employees, usually by a supervisor, manager, or employer. The act of reprimanding an employee is a crucial part of running a successful business, so don’t be afraid to issue one when needed. Here is a template that can help.
Sample 1: Reprimanding an Employee via Email
This template can guide your writing when reprimanding an employee in a professional and polite manner.
Suggested Subject: Performance Update
Hi James,
This is to inform you that your performance is below what is expected of you in the company. Your primary duty as a business development assistant is to assist the business development manager in implementing approved business marketing models approved by the management. By implication, you are meant to be in the frontline in ensuring clients’ support and satisfaction.
You have underperformed in the following ways:
You have only managed to support 45% of the clients assigned to you in the past one month. The remaining clients were handled by your colleagues. The minimum acceptable standard set by the management is 90%, a realistic figure.
According to our survey, 80% of those you attended to did not receive adequate support and/or felt dissatisfied with your services. Compare this with an acceptable average of only 20%.
You can clearly see that based on the expected standards, you are grossly underperforming. As your supervisor, I provided well-organized training sessions for you and others who had been performing below par. And I had also repeatedly issued official verbal warnings to you. We have come to the conclusion that you are not ready to perform. Your actions are weighing heavily on your colleagues, hence affecting the overall productivity of the company.
The management demands that you improve your performance immediately. If this does not happen by the next assessment phase coming up in 28 days, severe disciplinary actions will be meted out to you, including the possibility of appointment termination.
We believe that you have what it takes to meet up with your responsibilities. Therefore, we demand that you start living up to them.
Please feel free to make any clarifications you deem necessary.
Thank you.
Julian Rupert
Supervisor
cc: Human Resources Manager
cc: Managing Director
Sample 2: Reprimanding an Employee via Email
This email serves as a reminder to the employee of their violations of company policies on punctuality and dress code. The tone is formal and assertive, but not overly harsh.
Suggested Subject: Reminder on Company Policies
Dear [Employee Name],
I would like to bring to your attention that there have been repeated instances where you have violated company policies, specifically with regards to punctuality and dress code. These policies are in place to ensure a professional and productive work environment. I expect you to comply with these policies going forward.
Please make an effort to arrive on time and dress appropriately. Failure to do so will result in further disciplinary action.
Sincerely,
[Your Name]
Sample 3: Reprimanding an Employee via Email
This email addresses the employee’s recent work performance and the negative impact it has had on the team. The tone is serious but not accusatory, and a meeting is proposed to address the issue.
Suggested Subject: Concerns Regarding Your Work Performance
Dear [Employee Name],
I am writing to express my concerns regarding your recent work performance. Multiple errors in your work have resulted in delays and additional work for the rest of the team. This is not acceptable and needs to be addressed immediately.
I would like to set up a meeting with you to discuss these concerns and come up with a plan to improve your performance. Please let me know when would be a good time to meet.
Sincerely,
[Your Name]
Sample 4: Reprimanding an Employee via Email
This email addresses the employee’s unprofessional behavior in the workplace, specifically their use of inappropriate language and disrespectful attitude towards colleagues. The tone is firm and serious, with a reminder of the company’s values and standards of professionalism.
Suggested Subject: Unprofessional Behavior
Dear [Employee Name],
I am writing to address your recent behavior in the workplace, specifically your use of inappropriate language and disrespectful attitude toward your colleagues. This behavior is unacceptable and goes against the company’s values and standards of professionalism.
I expect you to treat your colleagues with respect and professionalism at all times. Failure to do so will result in further disciplinary action.
Sincerely,
[Your Name]
Sample 5: Reprimanding an Employee via Email
This email addresses the employee’s recent attendance issues, specifically their absence, without prior notice or approval. The tone is serious but not overly harsh, with a reminder of the company’s attendance policies and expectations.
Suggested Subject: Attendance Issues
Dear [Employee Name],
I would like to address your recent attendance issues. You have been absent from work without prior notice or approval, which has disrupted work flow and additional work for your colleagues.
I expect you to comply with the company’s attendance policies and provide notice and approval for absences. Failure to do so will result in further disciplinary action.
Sincerely,
[Your Name]