As the name implies, an employee reprimand form is a document used by a company’s supervisor, manager, or other person of authority to reprimand an employee.
Unlike a verbal warning, this is an official reprimand and is the direct result of an employee’s actions that violate the rules or expectations of their employer.
This form establishes a “paper trail” for the process. It is essential:
- Whenever someone violates company rules or policies
- When someone tends to repeat the same offenses repeatedly
What Should an Employee Reprimand Form Include?
When putting together an employee reprimand form to meet your organization’s needs, there are several essential elements to include:
- Employee name and title
- Supervisor name and title
- The date when the employee is being reprimanded
- A list of potential reasons for using the employee reprimand form
- A list of disciplinary actions that are to be taken
- A space to describe the incident in more detail
- A space to outline any violated company policies
- An overview of previous misconduct and warnings associated with the incident
- A space to outline the correction plan that will be used
How to Reprimand an Employee
Reprimanding an employee is an admittedly delicate process that includes a few core steps:
- First, take the employee aside and give them a verbal warning in private. Let them know what they did, why it was a mistake, and why it is important not to let it happen again. Giving a warning in private avoids potential embarrassment. In many situations, the process will end here.
- If the employee’s behavior does not improve, take definitive disciplinary action appropriate for the violation.
- Make sure the employee is aware of corrective actions that must be taken. In essence, let them know precisely how to address the issue or improve their behavior.
- If all else fails and the problem persists, fill out a standard employee reprimand form and have all parties sign it. Make sure the employee has a copy and keep another for your records.
How to Write an Employee Reprimand Form
While creating an employee reprimand form should always address the specific needs of your business, there are still a few sections that prove necessary in any company. They include but are not limited to the following:
Step 1 – General Notice Information
First, you’ll want to include spaces to outline all relevant details about the employee. These facts include not only their name but also their title, the name and title of their supervisor, and the date when they were reprimanded.
In this section, it’s also essential to include a paragraph describing the exact purpose of an employee reprimand form so that the action will be taken seriously.
You should specify that this document is a written warning and that further disciplinary action may be necessary, including suspension or dismissal.
Step 2 – Justification and Disciplinary Action
Next, you’ll want to include checkboxes so that the reasons for an employee reprimand can be specified. Examples include absence or tardiness, inappropriate conduct, poor performance, violence, violating company policy, etc.
Also, include the precise disciplinary action to be taken, whether a written warning, suspension without pay, termination, or other action that aligns with the situation’s requirements.
It would be best to leave spaces where an employee’s supervisor (or anyone else in a position of authority) can include essential details for context. They should have ample room to describe the incident, and all violated policies. Any previous misconduct or warnings associated with the incident should also be listed.
Finally, include a space where an authority figure can outline the correction plan to be followed moving forward.
Step 3 – Acknowledgment
At the bottom of the form, you’ll want to include spaces where all parties can sign and date the reprimand form. They confirm receipt of the form and acknowledge the severity of the situation by signing.
This section should include signature lines and places for employees and supervisors to print full names and dates.
Employee Reprimand Form Sample
As you work to create an employee reprimand form that addresses your own needs, feel free to get started by using the following sample: