Example of Employee Discipline Letter – Create a Plan
Our first sample of an employee discipline letter allows for an improvement plan to be implemented. You can also download a copy of this letter in our Media Gallery.
Sample Employee Discipline Letter #1 - Create and Offer an Improvement Plan
Note: Letters should be placed on company letterhead.
- Mr. John Smith
- 123 Anywhere Street
- Badboy, Nevada, 80111
RE: Violation of Company Policy – Plan for Improvement
Dear Mr. Smith:
Over the past 6 months, you have received three written warnings regarding the use of company vehicles without permission (or insert the appropriate violation).
Your supervisor, Bill Jones, has told us that at times, you feel it has been a necessary part of your job and to seek permission for the use of a company vehicle each time would deter your job performance.
Unfortunately, the Company does not agree and all employees who are allowed to drive company vehicles must abide by the Company’s policy.
Because we feel you are a valued employee, your supervisor and the Company would like to work with you on not only the stoppage of unauthorized company vehicle usage, but also to work on an plan that will make the process easier for you when in times when you feel a company vehicle is necessary.
We have attached a written plan for improvement along with a process that hopefully will streamline your ability to gain access to company vehicles and deter continued violations.
We ask you work with Bill Jones on the attached improvement plan and you will be re-evaluated thirty (30) days from the date of this letter to determine if the plan has been successful.
Failure to work with Bill Jones on the attached plan may result in termination or change in position. Mr. Jones will update your progress on a weekly basis with his supervisor, Donna Justice.
Please note that upon your 30 day re-evaluation, if no improvement is found, the Company may choose another avenue for improvement or your position may be terminated. Continued violation of company policy is clearly outlined in the Company’s Employee Handbook regarding the use of company vehicles and the Company expects all employees to follow such policies and procedures.
We have enclosed two letters herein and request you keep one copy for your records, sign the other and return it to your supervisor as soon as possible.
Cc: Bill Jones / Donna Justice / Employee File
Enc: Improvement Plan / Duplicate Copy of Letter
Note: It’s best to hand deliver the letter so the employee has a chance to sign the additional copy and the signed copy can be inserted into the employee’s file.
Image Credit (Freedigitalphotos)
Please continue on to Page 2 for our second example of an employee discipline letter that includes a 30-day notice.