How to Write Reprimand Letters
A letter of reprimand is written usually by a person in authority to a subordinate regarding any lapses in compliance of company policies, unacceptable office behavior, or any other situations or incidents that need to be corrected or disciplined.
These letters also serve as documentation and are part of an employee’s record in a company, which can be referred to when considering a promotion or termination in the future. Aside from all this, however, the main aim of a reprimand letter should be to encourage the employee to change his or her behavior or performance for the better.
This type of letter is formal and should be typed and printed with the company’s official letterhead. All pertinent information regarding the employee should also be clearly stated in the letter – including the employee’s full name, position, and employee number.
At the beginning of the letter, clearly state the purpose of the document and immediately refer to the incident that occurred wherein the employee broke company policy, performed poorly, or behaved in an unacceptable and unprofessional manner.After detailing this, you should devote a paragraph or two on the importance of correcting or disciplining that behavior and how it affects the company as a whole.
It is also important that you mention in the letter of reprimand, the consequences of the incident and how it will be dealt with. If the letter is merely a warning, you can still outline the consequence of future noncompliance. Do not, however, make the consequences sound like a threat – state them in a matter-of-fact manner and tone.
At no point in the letter should you ever get personal. This is still a professional matter, thus, your tone and choice of words should remain impersonal and formal.
Aside from signing at the bottom, make sure that you make space for the employee to sign as confirmation of his receipt of a copy.
More Than 8 Topics and 37 Letter Samples
- Reprimand an employee for a breach of policy.
- Reprimand an employee for poor attendance or tardiness.
- Reprimand an employee for poor performance.
- Give a warning to an employee.
- Warn a customer about credit suspension or penalization.
- Warn a distributor under your supervision.
- Document employee reprimands.
- Write a letter reprimanding tenants.