How to Discipline Employees
- Evaluate Situation – Employers must ensure that the reason for disciplining is not discriminatory, retaliatory, or inconsistent with company policy.
- Discuss Decision – A meeting should take place between employee and employer where the employer can explain the reason for the proposed disciplinary action, how they would like them to improve, and what the consequences are for failing to meet the employer’s expectations.
- Document Incident – A disciplinary action form is completed if the employer proceeds with the action after hearing the employee’s version of the events.
Employees with Mental Health Issues
Employers should exercise care when disciplining employees with mental health issues (such as PTSD or depression), as statutes regarding workplace protections for disabilities can apply, provided the condition “substantially limits” activities.[1]
In these cases, disciplinary action may be taken if other employees are held to the same standards and a policy consistent with the company’s needs is violated.[2]
Sample
Supervisor Name: [SUPERVISOR NAME] Date: [MM/DD/YYYY]
Employee Name: [EMPLOYEE NAME] Employee Department: [EMPLOYEE DEPARTMENT]
Employee Title: [EMPLOYEE TITLE] Employee ID #: [EMPLOYEE ID #]
This disciplinary action form is being issued due to the following:
☐ Tardiness
☐ Harassment
☐ Performance
☐ Theft/Damage
☐ Conduct
☐ Other: [OTHER]
When did the incident happen? [INCIDENT DATE]
If there have been previous warnings for this issue/violation, enter them here:
1st warning date: [MM/DD/YYYY] Written ☐ Verbal ☐
2nd warning date: [MM/DD/YYYY] Written ☐ Verbal ☐
3rd warning date: [MM/DD/YYYY] Written ☐ Verbal ☐
Description of Incident/Issue: [INCIDENT/ISSUE DESCRIPTION]
The following disciplinary action will be taken: [DISCIPLINARY ACTION]
Employee Signature: Date: ______________
Print Name: [EMPLOYEE NAME]
Company Signature: Date: ______________
Print Name: [REPRESENTATIVE NAME] Title: [REPRESENTATIVE TITLE]
Witness Signature: Date: ______________
(If employee refuses to sign) Print Name: [WITNESS NAME]