Kansas Sample Written Reprimand for Violation of Company Policies

State:
Multi-State
Control #:
US-488EM
Format:
Word
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This Employment & Human Resources form covers the needs of employers of all sizes.
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FAQ

In the written reprimand, formally state that the employee's behavior or actions were unacceptable and a violation of policy. Reiterate the specific issues discussed in your meeting. Outline expected and acceptable behavior or performance going forward. Explain any consequences, such as probation or suspension.

Examples from Collins dictionaries He was reprimanded by a teacher for talking in the corridor. Her attempts to reprimand him were quickly shouted down. He has been fined five thousand pounds and given a severe reprimand.

Here are some tips to keep in mind when reprimanding an employee: Be prompt. Reprimands should happen quickly after the offending behavior. ... Control your emotions. ... Focus on behaviors, not attitudes or the person. ... Be consistent. ... Reflect on company practices before reprimanding an employee.

In the written reprimand, formally state that the employee's behavior or actions were unacceptable and a violation of policy. Reiterate the specific issues discussed in your meeting. Outline expected and acceptable behavior or performance going forward. Explain any consequences, such as probation or suspension.

_________] Dear [Mr./Ms. Last Name]: This letter shall serve as a formal written reprimand and is to confirm in writing our discussion of [date] concerning your unacceptable [performance and/or conduct] and to establish my expectations which I have outlined in a Corrective Action Plan to be commenced immediately.

If it was a minor violation, give them a gentle reminder of what the policy says and document the incident as well as the response to it. If what happened was more severe, a written warning and an investigation may be necessary.

Specifically, [clearly state the unacceptable behavior or conduct] on [date]. On [date], you received a verbal warning for [state the unacceptable behavior or conduct]. This written warning marks an opportunity for you to correct your [unsatisfactory performance and/or behavior].

The main goal of a written reprimand letter is to suggest corrective action and prevent (further) undesirable conduct. Because reprimands are almost always given due to a policy violation, this documentation formally records an employee's negative action and can be used to build a case toward termination.

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Kansas Sample Written Reprimand for Violation of Company Policies