An employee reprimand letter is an official notice to a worker, either verbal or written, that his or her performance is failing to meet expectations in one or more aspects of their job. The employee reprimand letter is given following the failure of informal supervisory coaching to help the employee improve the required performance.

Normally, the first step in a progressive disciplinary action reprimand is a verbal reprimand. If the employee fails to make better in the areas pointed out to them, the next step is a (more serious) written verbal reprimand. This should escalate the disciplinary action to a new level of concern for the employee.

Disciplinary Action 

While every situation is different, generally, as the disciplinary action progresses the employee will seek that the next steps involve increasing numbers of unpaid days of suspension from work. Employees who find themselves the recipient of increasing levels of disciplinary action, the employer expects to see immediate progress

It does not usual happen.

Subsequently, at each stage, the employer requires to state verbally—better yet, put in writing—that the employee’s deficiency of response can lead to additional disciplinary action up to, and including, termination.

This covers the employer if at any point in the disciplinary process it becomes apparent that the employee cannot or won’t improve their performance. Once this is determined, there is no point in continuing the progressive discipline. It is time-consuming and troublesome for a manager who needs an employee to step up and do their job, and for whatever reason, the job doesn’t get done.

Intention of the Employee Reprimand Letter

The intention of a reprimand is to get an employee’s attention. It puts him or her on notice that failing to make better their performance will result in more disciplinary action and may lead to getting fired.

The majority of worker who get a verbal reprimand never require the employer to escalate to a higher level, and you always want to give an employee the benefit of the doubt. An employee may decide to fix the issue or negotiate with their manager to move to a different job or job search and quit after finding a new opportunity.

A Paper Trail Is Important

While most individuals need to do a good job, there is always the odd employee who continues to fail, despite the reprimands. Performance reviews and verbal and written reprimands will give the documentation necessary for an agency to eventually fire an employee. If fair warning has been provided, the employer has the right and legal grounds (i.e., documentation) to take the necessary steps to terminate.

Most medium- to large-size companies have an employee handbook that obviously outlines the reprimand letter and disciplinary action step policy. This handbook should always be made available to all employees.

The Worker Handbook

In keeping with the policy outlined in the employee handbook, an employee reprimand might be the first, the last, or the mere step needed before employment termination. It all depends on the severity of the non-performance or the precipitating event.

If your business is small you may not know how to write a letter of reprimand letter, so it is best to look at some sample ones.