Discipline helps bring control and order to the workplace. That is why most organizations, companies, and businesses take action against employees who violate the rules and regulations of the organization. One thing to note is that not all employees are perfect. Even if you have a good team of employees, an occasional incidence of misconduct can happen in any workplace.
Once you have investigated and confirmed that the employee has acted unethically, you need to follow a transparent disciplinary process. For this reason, you will need a professionally made Employee Disciplinary Action Form.
Understanding Employee Disciplinary Action Form
An employee disciplinary action form has traditionally been defined as a form used by employers to inform the employee that formal action will be taken against them due to misconduct and violations of the rules and regulations of the organization.
The employer will issue the employee with a copy and keep the other in the employee’s file for future reference. In most cases, the recipient will always be unhappy with the punishment stated, hence the need to present it in writing. The form gives the employee a written warning not to repeat the misbehavior and the repercussions if that happens.
However, you should note that taking disciplinary action should not be the first option when an employee has engaged in misconduct. Rather, you should postpone the action and give a warning, counseling, and reprimand forms until you have no other options left.
What to Include in Employee Disciplinary Action Form
Typically, a disciplinary action form should contain the following information:
- The name of the employee, their employment number, position, and other personal details.
- The reason why the employee disciplinary action form is written and the date
- A summary of the offense committed.
- A list of witnesses and location
- Past incidences where the employee has received warnings of violations
- A space for comments by the concerned employee
- Corrective measures and the deadline for improvement
- Name of the immediate supervisor or manager
- Signatures of both the employer and the employee
How to Complete Disciplinary Action Form for Employees
Remember that this form is a formal document; hence, use formal and professional language.
Here is a step-by-step guide on how to complete this form:
The first thing to note is the details of the employee. Write the official name of the employee, followed by his/her employment title and department. Also, include the supervisor’s name and the date when the form is being written.
Type of offense
You need to clearly state the type of violation committed by the employee and also state how the violation is against the company’s policies. Furthermore, mention how it affects its productivity or reputation.
Next, you will provide the complete details of the violation, including the date, time, and location. For instance, you can state, “On June 4, Mr. XX assisted in the entry of an unauthorized individual into offices, which is against company policy.”
Here, the employee will also be given a chance to explain his/her position regarding the transgression.
Under this section, the employer will explain the measures being requested of the employee and also the date of the improvement.
Mention if any of the past warnings for the specific employee have been issued. Describe the type of warning and how it relates to the current offense.
Statement of receipt
The form will then be signed by both the employee and the employer as proof of receipt and acknowledgment. The date is written under the signatures.
Why Do Employers Use Disciplinary Action Forms?
The disciplinary action form is used for different purposes. The following are some of the purposes for which the forms are used:
It is used to document employees’ misbehavior
There is always a chance that some employees will engage in misconduct. When this happens, it is important to document it. This helps keep management and the employee informed and maintains an official record.
It ensures equality and consistency in all processes
Just as mentioned above, no employee is perfect. At some point, they will violate the rules of the company, either knowingly or unknowingly. The offending employee should always receive a reprimand for breaking the company’s rules. In other words, the disciplinary action guarantees fairness and consistency when dealing with employee infractions.
Maintains a record
Initiating disciplinary action against an employee serves as a future reference point. When an employee is reprimanded, it means that an offense has been committed. Also, by being subjected to punishment, the employee is allowed to correct their mistakes. Should the employee repeat the mistake, then the form will be used to determine a more severe course of action. This may include dismissal or legal action.
The Advantages of Using Employee Disciplinary Action Form
The following are some of the benefits of initiating disciplinary action against employees using an official form:
- The disciplinary action form gives a clear and transparent approach to handling workplace violations.
- The forms also demonstrate fairness and equality in the workplace.
- It serves to remind employees of the organization’s policies and procedures.
Frequently Asked Questions
A disciplinary action form is usually issued after a verbal warning has been given to the employee. The form can also be given to the employee when:
-There is excessive tardiness
-Violation of company policies
Generally, the employees choose not to sign this form. This usually happens if they disagree with the charges of misconduct and violation of the company’s policies. If such cases arise, the employee should provide their reasons for not signing the form in the comment section.