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Letter of Reprimand Template
What Is a Letter of Reprimand?
A Letter of Reprimand is a disciplinary tool that allows the employer, manager, or commanding officer to warn their subordinate about their unprofessional behavior in the workplace. Often prepared as a last resort to deal with the misbehaving employee or servicemember, this document may serve as a deterrent to further disruption - complete a Reprimand Letter to tell the person who broke the internal rules of the company or army regulations their abrasive actions and words will no longer be tolerated.
You can download a ready-made printable Letter of Reprimand template through the link below.
What Does a Letter of Reprimand Mean?
Getting a Letter of Reprimand might have a negative impact on the employee's career since a copy will be kept in their records. The employee should take an active role in working with it and consider the letter as a sign that they need to work better which can be done in several ways.
When an employee receives a Letter of Reprimand from their manager, the first thing they should do is to carefully read it. If they disagree with the wrongful behavior described in the letter or can provide explanations that can improve their position, then they should submit a reprimand rebuttal in response.
If the Reprimand Letter is connected with the employee's poor performance at work, then they should demonstrate that they are capable of making progress with it. To do so, the employee can schedule a meeting with their manager, ask them about which exactly parts of their work performance need improvements, and set trackable goals.
How to Write a Letter of Reprimand?
Writing a Letter of Reprimand is a straightforward process. The document should the following parts.
- Title and Date. The letter should start with a title that will designate its nature. The title should be followed by the date when the letter was issued. The date is an important detail that should always be included in the official warnings since they contain time periods during which the addressee can submit a response to the letter.
- Information About the Addressee. In this part of the document, the sender should designate the identifying information of the addressee. It should include their full name, address, telephone number, and job title.
- Information About the Sender. Senders can use this part of the letter to state their name and job title. They can also indicate on behalf of which entity they are writing to the addressee.
- Description of the Misconduct. Here the sender can inform the addressee about the misconduct they have performed. They should provide the date and the place of where it has happened, and describe exactly what was done wrong.
- Violated Policies. The sender is supposed to use this part of the document to name the policies, standards, and other documents that the addressee has violated. It can be company policies, standards of conduct, or army regulations, and the sender should state which exactly clauses were violated.
- Consequences. The punishment that will be applied to the addressee can be indicated here. It can include a condition that will prescribe the future conduct of the addressee, restitution (if the damage was made to the sender's property), and other types of restrictions.
- Rebuttal. Senders can inform the addressee that they can submit a rebuttal in case they have the information they would like the sender to be aware of. In addition to this, the sender can provide information on how and when the addressee is supposed to submit the letter.
- Signature. To state that everything written in the document is true and correct the sender should sign it.
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