Example Of Discipline Email For Employee For Being Unkind

Subject: Written Warning – Inappropriate Comments

Dear [Employee Name],

This letter serves as a written warning regarding your behavior on [Date of Incident]. We received a report that you made inappropriate and rude comments towards [Name of Person or Group] during [Brief Description of the Situation, e.g., the team meeting, a phone call with a client].

Specifically, the comments were: [Quote the exact comments if possible. If not, describe them clearly. E.g., “You stated that the new project plan was ‘stupid’ and a ‘waste of time’ in front of other team members.”].

This behavior is a violation of our company’s code of conduct, specifically regarding respectful workplace behavior. We expect all employees to treat each other and our clients with courtesy and respect at all times.

We expect you to take this warning seriously. You are required to [State what the employee needs to do, e.g., “apologize to [Person/Group]”, “attend a workshop on workplace communication”].

Further instances of inappropriate behavior will result in more serious disciplinary action, up to and including termination of employment.

Please acknowledge receipt of this warning by signing and returning a copy of this letter. We encourage you to discuss this matter further with your supervisor or HR representative.

Sincerely,

[Your Name/HR Department]

Subject: Formal Warning – Pattern of Disrespectful Communication

Dear [Employee Name],

This letter is to formally address a pattern of disrespectful communication observed on several occasions. We have received reports on [Date(s) of previous incidents], and now, [Date of the latest incident] that you were communicating in a disrespectful manner with [Name of Person/Team].

Examples of this behavior include:

• Using a condescending tone in emails: [Provide a specific example or two from emails].
• Interrupting colleagues during meetings: [Provide a specific example or two from meetings].
• Ignoring requests from the team: [Provide a specific example or two].

This pattern of behavior is a violation of the company’s code of conduct and disrupts the work environment. Our policy requires all employees to communicate in a respectful and professional manner.

You are required to [State the required actions, e.g., “meet with your supervisor weekly to review communication styles”, “complete a communication skills course”].

Failure to correct this behavior will lead to further disciplinary actions, including termination.

Please sign and return a copy of this letter to confirm receipt. If you have any questions or concerns, please reach out to your supervisor or the HR department.

Sincerely,

[Your Name/HR Department]

Subject: Written Warning – Public Criticism of [Colleague’s Name]

Dear [Employee Name],

This letter serves as a written warning regarding your actions on [Date]. We received a report that you publicly criticized [Colleague’s Name] regarding [Specific issue, e.g., their work on the project, their presentation].

Specifically, you were heard saying [Quote the comment(s) if possible, e.g., “that [Colleague’s Name]’s part of the project was terrible” during the meeting.]

Publicly criticizing a colleague is unacceptable. This is a violation of our company’s policy, which encourages respectful and private discussions when addressing concerns or issues with colleagues.

You are directed to [State the action needed, e.g., “Apologize to [Colleague’s Name] for your comments”, “Refrain from any further public criticism”].

Failure to adhere to this warning will result in further disciplinary action.

Please acknowledge receipt of this warning by signing and returning a copy. If you wish to discuss this further, contact your supervisor or HR.

Sincerely,

[Your Name/HR Department]

Subject: Final Written Warning – Bullying and Exclusion

Dear [Employee Name],

This letter serves as a final written warning regarding your behavior on [Date(s)]. We have received reports that you have been engaging in bullying behavior by excluding [Name of Employee] from team activities and important communications.

Specifically, [Give clear examples, e.g., “You were observed not including [Name of Employee] in the email threads about project status”, “You did not invite [Name of Employee] to the team lunch, while inviting other team members”].

This type of behavior is a serious violation of our company’s anti-bullying policy, which prohibits any form of exclusion or intimidation in the workplace.

You are required to [State the required actions, e.g., “Include [Name of Employee] in all team communications and activities”, “Participate in a mediation session with the HR department and [Name of Employee]”].

Any further instances of bullying or exclusionary behavior will result in immediate termination of your employment.

Please confirm your understanding of this warning by signing and returning a copy of this letter. Please reach out to your supervisor or HR with any questions.

Sincerely,

[Your Name/HR Department]

Subject: Written Warning – Insubordination

Dear [Employee Name],

This letter serves as a written warning. It addresses an incident that happened on [Date] where you refused to follow the instructions of your supervisor, [Supervisor’s Name]. [ Briefly explain the situation, e.g., “You were directed by your supervisor to complete the task of X. You then refused and did Y.” ].

Insubordination, defined as the refusal to follow a reasonable and lawful order from a supervisor, is a direct violation of our company’s policies. Every employee is expected to follow the instructions given by their supervisors as part of their job duties.

You are directed to [State the required actions, e.g., “To apologize to [Supervisor’s Name] for your behavior”, “Comply with all directives from your supervisor going forward”].

Continued failure to follow your supervisor’s instructions or any further acts of insubordination may lead to further disciplinary action, including termination.

Please acknowledge receipt of this warning by signing and returning a copy of this letter. Discuss the situation with your supervisor or HR if you have any concerns.

Sincerely,

[Your Name/HR Department]

Subject: Follow-up to Disciplinary Meeting – [Date]

Dear [Employee Name],

This email is a follow-up to our disciplinary meeting held on [Date]. During our meeting, we discussed [Briefly summarize the reason for the meeting – e.g., “your unprofessional behavior towards colleagues”, “the need to improve your communication skills”].

As discussed, [Recap key points from the meeting. E.g., “You acknowledged that your actions were unacceptable and expressed your commitment to improving your behavior.”].

To ensure that the required improvements are made, you are expected to [Summarize actions the employee has agreed to take. E.g., “attend the communication workshop”, “avoid interrupting colleagues during meetings”].

We will be monitoring your progress closely. Please let us know if you need any assistance in achieving these goals. We will have a follow-up meeting on [Date] to discuss your progress.

We are committed to supporting your professional development. We believe you can make the necessary changes to create a positive and productive work environment.

Sincerely,

[Your Name/HR Department]