Disciplinary Report
A disciplinary action is made whenever an employer reprimands an employee due to his or her misconduct. Every rule violation is equivalent to a specific level of sanction depending on the weight of a certain violation. Disciplinary actions can be in verbal or written form. However, if you choose to do it in a document form, you can make a disciplinary report.
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What is a Disciplinary Report?
Disciplinary reports are letters addressed to an employee when he or she is given a warning for a specific violation he or she committed. These are commonly written by the company’s human resource manager or a supervisor. Disciplinary reports help in protecting a company’s reputation by enforcing legal processes regarding a violated rule.
After a person gets hired in a company, they are required to read and understand the company’s policies or code of conduct. There you will find the do’s and don’ts regarding dress codes, filing a leave of absence, use of company’s facilities or technologies, and many more. After that, you will be able to read the corresponding sanctions in relation to those given policies.
Usually, disciplinary reports are given after a verbal warning. Common causes of disciplinary action may include lack of productivity, tardiness, poor performance, misconduct and more.
In writing a disciplinary report, you must include the following content:
– The name of the employee and the date when the report was written
– The reason why the employee was given a disciplinary report and the number of times he or she has been issued
– The details of the committed violation. Include the date and the information about the misconduct. Make sure to be specific.
– The deadline that talks about an expectation of change in behavior or a chance to fix the problem.
– The signature of the employee and date signed. This is your basis especially when they are about to be terminated. This is a proof that you have already given a warning. You can also use this for any possible legal action.
How to Write a Disciplinary Report?
- Discuss with the company’s human resource manager about the matter. Know the appropriate procedure on how to process a disciplinary report because it is only an authorized person who can do such.
- Don’t wait for how many days before you take an action regarding the matter. They should be addressed right away.
- When you write a disciplinary report, do not include your personal opinion. You should only include facts about your report. Also, do not include your judgments about the character of the person. This will give you a bad reputation.
- Be specific in writing about the problem. Always keep it short and concise. Write it in a way that it will be easier to understand. After writing the problem, you may also provide a specific solution that would help your employee on what he or she could do to fix it.
- Make sure that the information about you wrote in the disciplinary report is all true.
Disciplinary reports are made to maintain the conduct within the company premises and even outside. It is always important to possess a great value of discipline in ourselves especially when we are already professionals. In the end, we are still the only ones who will suffer the consequences of our own misconduct. Our behavior tells everything about us so we need to be careful enough of our own actions.
Are there any corresponding consequences given in just a small violation?
Some managers would only give verbal warnings or it can be in a way of telling the employee what should be done in order to fix it.
Do we need to put the specific offense down or will a general type of offense be fine?
You have to be specific in writing what offense he or she has committed.
If the employee committed both minor and serious offenses, what is the consequence?
It depends on the company on what corresponding sanction they will give.
Disciplinary reports are made to maintain the conduct within the company premises and even outside. It is always important to possess a great value of discipline in ourselves especially when we are already professionals. In the end, we are still the only ones who will suffer the consequences of our own misconduct. Our behavior tells everything about us so we need to be careful enough of our own actions.
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