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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.
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.[1] Furthermore, employers cannot reprimand an employee for:
- Maternity leave
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.