Disciplinary Action Notice Template

A disciplinary action notice is a formal document that records employee misconduct or performance issues and outlines specific corrective measures. This essential HR document creates a clear record of workplace incidents, expectations for improvement, and potential consequences of continued issues.

What This Template Is For

This template helps managers and HR professionals create formal documentation of employee disciplinary issues. It's designed to: document specific incidents or patterns of behavior, outline performance expectations, detail corrective actions required, and specify consequences for non-compliance. The notice serves as both a warning and a development tool to help employees understand and address workplace concerns.

When To Use This Template

Use this disciplinary action notice when:

Documenting policy violations or misconduct
Addressing repeated performance issues
Following up on verbal warnings
Implementing progressive discipline
Creating a formal record of incidents

How To Customize It

Follow these steps to create an effective disciplinary action notice:

Start with employee and incident information
Describe the specific violation or issue
Reference relevant policies or previous warnings
Outline required corrective actions
Specify timeline for improvement
Detail consequences of non-compliance
Include signature lines for all parties

Common Use Cases

This template is valuable across various situations:

Attendance violations
Performance deficiencies
Policy violations
Behavioral issues
Safety infractions

Best Practices

Follow these guidelines for effective notices:

Be specific and factual
Avoid emotional language
Include concrete examples
Set clear expectations
Document all conversations
Maintain confidentiality

Template Variations

Adapt the template for different scenarios:

First Warning Notice
Final Warning Notice
Performance Improvement Plan
Suspension Notice

Success Stories

Organizations report improved outcomes when using proper disciplinary documentation:

Reduced legal liability
Better employee compliance
Clearer communication
Improved performance tracking

Frequently Asked Questions

When should I issue a written disciplinary notice?

Issue a written notice after verbal warnings prove ineffective, or immediately for serious infractions that violate company policy or law.

What should I include in the notice?

Include specific details of the incident(s), relevant policies, expected corrections, timeline for improvement, and consequences of non-compliance.

Do I need witnesses when delivering the notice?

It's best practice to have an HR representative or another manager present when delivering disciplinary notices.

How long should I keep disciplinary records?

Maintain records for at least 3 years after employment ends, or longer if required by local laws or company policy.

Can an employee refuse to sign the notice?

Yes, but note their refusal on the document and have a witness sign confirming the notice was delivered.