Employee Disciplinary Action Form Template

Document workplace incidents and corrective actions professionally with this comprehensive disciplinary form. Protect your organization, ensure fair treatment, and maintain clear HR records.

Employee Disciplinary Action Form Template

An employee disciplinary action form is a crucial HR document that formally records workplace incidents, violations of company policy, and corrective actions taken. This standardized template ensures consistent documentation of disciplinary procedures while protecting both the organization and employees through proper documentation.

What This Template Is For

This template provides a structured format for HR professionals and managers to document employee misconduct, performance issues, and disciplinary measures. It includes sections for incident details, policy violations, previous warnings, corrective actions, and improvement plans. The form serves as an official record for HR files and helps maintain compliance with employment laws and company policies.

When To Use This Template

Use this disciplinary action form when:

  • Documenting policy violations or misconduct
  • Recording performance issues
  • Issuing formal warnings
  • Implementing performance improvement plans
  • Following up on previous disciplinary actions
  • Creating a paper trail for HR records

How To Customize It

Follow these steps to customize the disciplinary action form:

  1. Add your company logo and branding
  2. Include specific company policies and procedures
  3. Modify the severity levels to match your disciplinary system
  4. Adjust the corrective action options
  5. Add relevant department-specific guidelines
  6. Include any union-required language if applicable
  7. Ensure compliance with local employment laws

Common Use Cases

This template is commonly used for:

  • Attendance violations
  • Performance deficiencies
  • Policy violations
  • Behavioral issues
  • Safety violations
  • Insubordination
  • Code of conduct breaches

Best Practices

  • Document incidents promptly and objectively
  • Include specific dates, times, and locations
  • Focus on observable behaviors and facts
  • Avoid emotional language or personal opinions
  • Clearly outline expectations for improvement
  • Set specific timelines for review
  • Obtain all required signatures
  • Maintain confidentiality

Template Variations

Different versions of this template are available for:

  • First warnings
  • Final written warnings
  • Performance improvement plans
  • Termination documentation
  • Union-specific requirements

Success Stories

Organizations report improved consistency in disciplinary procedures and reduced legal risks after implementing standardized disciplinary action forms. HR departments note better documentation compliance and more successful performance improvement outcomes.

Frequently Asked Questions

How long should I keep disciplinary action forms on file?

Generally, keep disciplinary records for at least 3 years after employment ends, but check your local employment laws for specific requirements.

Should employees receive a copy of the disciplinary action form?

Yes, employees should receive a copy of the signed form for their records, and the original should be kept in their personnel file.

Can an employee refuse to sign a disciplinary action form?

Yes, employees can refuse to sign. In such cases, note their refusal on the form and have a witness sign to verify the form was presented to the employee.

Is a witness required when issuing a disciplinary action form?

While not always required, having a witness present (typically an HR representative or another manager) is recommended for serious disciplinary actions.

How detailed should the incident description be?

Include specific details about what occurred, when, where, and who was involved, focusing on observable facts rather than assumptions or opinions.