Reference no: EM133044698

Disciplinary Letter Overview

This is uses the principles of effective written communication to ensure disciplinary measures are understood by employees in a sport and recreation setting.

Objectives

• Write a disciplinary letter to maintain proper employee records.
• Apply a process to properly discipline employees.
• To demonstrate an understanding of how to communicate professionally with problematic employees.

Outline

Feel free to be creative and expand on the "situation" or if you would like to explore another "offence", please ask, I am open to your ideas. 

Scenario: Your multi-sport summer camp is in full swing. Your Sports Director has come to you with a concern, one of the camp coaches arrived late for work for the second time, impacting the supervisor to camper ratio. The coach did not provide a valid reason and was very passive about the whole situation. The kids he/she are responsible for are 6-7 years old. The Sports Director has provided a verbal warning after the first offence and told the coach if a second offence occurred, he/she would have to discuss this with the Camp Director (you). The Sports Director has come to you for guidance. 

Using the following steps, type a disciplinary letter to the coach. (Personalize, not personal)

1. Clearly identify the PROBLEM(S). Describe the performance or conduct problems in detail-be sure to include dates and facts.  If the problem involves a subjective issue like a "poor attitude", be sure to provide specific examples of how the poor attitude is displayed.  Simply stating that an employee has a "bad attitude" is too vague to be of any help. Vague allegations can also design appearances that the manager is being careless or is "out to get" the employee.

2. Clearly describe the IMPACT that the problem(s) are having on the organization. The "impact" is your ultimate concern: what are the negative consequences that flow from the problems?  What price is the company paying as a result of the employee's misconduct or poor performance?  For example, if the problem is tardiness, the impact of the problem may be that other employees have to cover for the employee which pulls them away from their own duties.

3. Clearly identify the company's EXPECTATIONS for the employee. Now that you've told the employee what he or she has been doing wrong, clearly explain to the employee what he or she needs to do in order to perform the job correctly.  This is a good place to clarify policies, reset expectations, provide helpful coaching and anticipate possible future excuse-making.

4. Clearly WARN the employee of future consequences if they fail to meet the company's expectations. Be clear and firm, but avoid becoming overly rigid or specific about any consequences (for example, don't write: "if you're tardy one more time, you'll be suspended for 3 days; if you're tardy a second time, you're fired").  Usually a clause like the following is clear enough, while also providing needed flexibility: "failure to make immediate and meaningful improvements as described in this letter, may* result in further disciplinary action and/or termination of employment." *Using words like "may" instead of "will" helps to preserve your flexibility, so you can appropriately and fairly respond to any set of circumstances that might develop.

5. Grammar and formatting. Use proper letter formatting and ensure proper grammar and spelling. Be sure to leave a signature block for both the employee and employer. "An appropriately worded "disclaimer statement" by the signature block can help reduce employee fears about signing". Include the receiver's information. Typing the letter directly to the employee and be careful of using legal jargon that the employee may not understand. Do not make the letter personal, be factual and objective. Reference any prior verbal warnings in the letter.