Don't let an insubordinate employee worry you. Here's
what to do.
Have you had difficulty crafting a discipline letter for
staff? Do you wish to find help to create an appropriate
letter? We believe we can help you. The letter has to do
several things, but most of all it must clearly define the
infraction, and how the company plans to respond.
Discipline Letter Sample
City, State, Zip
RE: Infraction Detail
This letter serves as written notice to [name]. We have
made the decision to take disciplinary action regarding [this
At this point in the letter, it is good to explain what
action management has taken previously. This sample discipline
letter should clearly define the prior issues with the employee
and then spell out the disciplinary action taken in the second
We have decided to suspend [name] without pay for the period
of one week. The suspension will go into effect immediately.
Our sincere hope is that this suspension is met with reconciliation
on the part of the employee. We should not have to warn the
next step of action will be termination.
You have the right to appeal this decision. If you have
questions about this disciplinary action, please contact
the Human Resources Department.
Drafting Sample Employee Discipline Letter
It is important to remember a court can use the letter as
legal evidence in the future, so it is important to draft
a copy and have someone else in the human resource department
review it. It is helpful to have templates ready ahead of
time that management has drafted and reviewed with the help
of legal counsel.
The sample employee discipline letter we provided is a guide.
The idea behind the discipline letter is to provide a paper
trail for future reference. If the employee’s behavior
does not improve, then managers can use this invaluable documentation
to clarify the procedures taken to warn the employee that
they may lose their job if they did not change.
The manager should mail the sample employee discipline letter
to an employee or hand it to them directly. If you choose
to mail the letter to the employee, then be certain you use
certified mail. You do not want the employee claiming they
did not receive the letter, in case further action has to
be done. It may even be wise to include a receipt notice
that they have to sign and return to the human resource office.
In this way, a business owner or manager eliminates liability
on their part and can hold the employee solely responsibility
for any future missteps.
underperforming and insubordinate employees.