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How to Reprimand an Employee
- Verbal warning. The need for an employee reprimand form may be avoided with an initial discussion with the employee to inform them of what’s expected of them.
- Repeated violation. If the violation reoccurs, the employer should gather the relevant details and any supporting documentation.
- Give form. The employer should fill out the form and give it to the employee during a private meeting to sign. The employer should keep a copy of the form in their records.
- Disciplinary action. The action outlined in the form (e.g., administrative leave, sent home, suspension) should be taken. A follow-up meeting can be held if desired.
Employee Violations
Employers are generally permitted to use their discretion in choosing the disciplinary response to a violation. However, disciplinary measures must not violate an employee’s protected rights (e.g., the right to unionize).[1]
For example, pay reductions cannot reduce an employee’s wage below the minimum wage, and an employee cannot be reprimanded for discussing wages in the workplace.[2] Other protected acts that cannot be reprimanded include:
Sample
Employee Name: [EMPLOYEE NAME] Work Location: [EMPLOYEE WORKPLACE]
Employee ID #: [EMPLOYER ID #] Issuing Supervisor: [SUPERVISOR NAME]
Place of Violation: [VIOLATION LOCATION] Date of Violation: [MM/DD/YYYY]
Description of Violation: [VIOLATION DESCRIPTION]
By signing below, I, [EMPLOYEE NAME], acknowledge that I have read and understood the contents of this Employee Reprimand Form.
Employee Signature: Date: ______________
Print Name:[EMPLOYEE NAME]
Supervisor Signature: Date: ______________
Print Name:[SUPERVISOR NAME]
☐ Employee refused to sign this form and all attached documentation.