How to Create and Use a Disciplinary Email Template to Effectively Communicate with Employees

Disciplinary action can be a sensitive subject in any workplace. From small businesses to large corporations, it’s important to have a clear and concise email template for handling employee infractions. This is where a disciplinary email template comes into play. The good news is that you don’t have to reinvent the wheel! Thanks to the wonders of technology, you can find plenty of examples of disciplinary email templates online. Whether it’s for tardiness, inappropriate behavior, or poor performance, these templates can be edited to fit your specific needs. So, what are you waiting for? Let’s dive in and explore the world of disciplinary email templates.

The Best Structure for a Disciplinary Email Template: A Step-by-Step Guide

Disciplinary emails can be challenging to write. It can be difficult to strike the right tone and convey the necessary information in a way that is clear and professional. However, with the right structure, you can make the process as smooth and straightforward as possible. In this article, we’ll provide you with a step-by-step guide to creating the best disciplinary email template.

Step 1: Start with a Clear Subject Line

The subject line of your email is the first thing the recipient will see, so it’s crucial to make it clear and concise. Use 5-10 words to summarize the issue and the fact that it is a disciplinary matter. This will allow the recipient to quickly understand what the email is about and prioritize their response accordingly.

Step 2: Begin with a Polite Greeting

When addressing the recipient, start with a polite greeting such as “Dear [employee name].” This sets the tone for a professional and respectful communication, even if the email contains unfavorable information.

Step 3: State the Reason for the Email Clearly and Concisely

Next, it’s time to get to the heart of the matter. State the reason for the email as clearly and concisely as possible. Use specific examples and facts, if necessary, to ensure that the recipient understands the situation fully.

Step 4: Outline the Consequences and Next Steps

In this section, you should communicate the repercussions of the disciplinary action and outline the next steps that the recipient needs to take. Be clear about what you expect of them and what actions they need to take to resolve the situation. Offer support, if appropriate, and provide any relevant resources to help them achieve their goals.

Step 5: End with a Polite Tone and a Thank You Message

Finally, end the email with a polite tone, thanking the recipient for their attention to the matter. If appropriate, offer to follow up in a week or so to ensure they have made progress on the issue.


Writing disciplinary emails can be challenging, but by following the steps outlined above, you can create a template that is clear, concise, and professional. Remember to be specific and provide concrete examples, outline next steps, and offer support where necessary. With these tips in mind, you’ll be better equipped to manage any disciplinary situation that arises.

Disciplinary Email Templates

Violation of Company Policies

Dear [Employee name],

I am writing to address a serious matter regarding your recent behavior at the workplace. Unfortunately, we have received several complaints from different colleagues regarding your violation of company policies. We take these policies seriously, and any breach of these policies will not be tolerated. Your behavior is unacceptable and has resulted in a disruption of work environment.

We require you to follow all policies and guidelines of the company. We expect you to act professionally and maintain high ethical standards. Any further violation of policies can result in disciplinary action, including termination from employment.

Please take this seriously and ensure compliance with company policy. We believe in your ability to improve and look forward to seeing positive changes from you in the future.

Best regards,

[Your Name]

Attendance Issues

Dear [Employee name],

It has come to our attention that your attendance at work has been consistently poor. You have missed work without prior approval or notice, which has seriously impacted productivity and workflow. We understand that you may have personal issues, but it is essential to maintain reliable attendance to ensure the smooth operation of this company.

We request you to improve your attendance and notify us of any schedule changes. If you require any support or accommodations, please reach out to HR for assistance. Future absence from work without prior approval may result in disciplinary action, including termination from employment.

Please take the necessary steps to maintain your attendance as it is a critical part of your work performance. We hope to see improvement in the future.


[Your Name]

Harassment or Discrimination

Dear [Employee name],

We have received reports regarding your behavior towards colleagues, which has resulted in accusations of harassment and discrimination. Such behavior is not acceptable in our workplace and violates our company policy and values. We take these matters seriously and will not tolerate such behavior.

We require you to treat your colleagues with respect and maintain a safe and non-discriminatory work environment. Any further violation of these policies can result in severe disciplinary action, including termination from employment.

Please take the time to reflect on your behavior and make the necessary changes. We hope to see improvements in the future.

Best regards,

[Your Name]

Poor Performance

Dear [Employee name],

It has come to our attention that your work performance has not been up to our expectations. Your work has not been meeting the quality standards of the organization, and there have been numerous errors and mistakes.

We expect you to meet the required performance standards and improve your work quality. We urge you to seek support and resources to improve your skills or knowledge if required. Failure to meet the expected level of work may result in disciplinary action, including possible termination from employment.

We hope to see improvements in your work soon and are available to assist you with any support you may need.


[Your Name]

Misconduct or insubordination

Dear [Employee name],

We are writing to you to address a serious breach of conduct and/or insubordination on your part. The behavior you have shown is unacceptable and contrary to the expectations and values of our organization. Any such behavior creates a toxic work environment, and we cannot allow it to continue.

We must remind you to maintain a certain level of behavior expected of every employee of this organization. Any repetition of such behavior will result in disciplinary action or even termination from employment.

We hope you understand the severity of the situation and maintain the expected standards of conduct and behavior.

Best regards,

[Your Name]

Violating confidentiality

Dear [Employee name],

We are writing to you regarding reports of you disclosing confidential information about the company. Confidentiality is an essential aspect of our operations, and such information should not be discussed outside of the company.

We would like to remind you to maintain confidentiality and safeguard the company’s confidential information. Any further disclosure of such information will result in disciplinary action which may include termination from employment.

Please take this matter seriously and refrain from discussing any confidential information outside of the company.


[Your Name]

Violation of Safety Protocols

Dear [Employee name],

It has come to our attention that you have failed to comply with the company’s safety protocols. Safety is a core value of any organization, and we take it very seriously. Such noncompliance compromises the health and safety of all our employees and puts them at unnecessary risk.

We urge you to follow all safety protocols and guidelines. Ignoring these protocols creates an unsafe work environment and is unacceptable behavior. Any further violation of safety policies will result in disciplinary action which may include termination from employment.

We hope you understand the severity and importance of following safety protocols and take the necessary steps to make sure you comply with them.

Best regards,

[Your Name]

Tips for Writing an Effective Disciplinary Email Template

Disciplinary emails are an essential tool for maintaining a cohesive and productive workplace. They help establish expectations and consequences for specific behaviors, while also providing a paper trail in case of further incidents or legal action. However, crafting a disciplinary email that is clear, professional, and effective can be challenging. Here are some tips to consider when writing a disciplinary email template:

  • Be Professional: Your email should always maintain a professional tone. Avoid personal attacks, inflammatory language, or exclamation marks which can come across as aggressive. Keep your language formal and respectful, and demonstrate that you are addressing the behavior rather than the person.
  • Be Specific: Clearly state the behavior that is the subject of the email. Explain why it is a problem and what the consequences will be if it continues. Be specific about the expectations for future behavior, and if relevant, outline a specific plan for improvement.
  • Be Timely: Address the behavior as soon as possible after it has occurred. Waiting too long can undermine the effectiveness of the email and lead to further problems down the line.
  • Be Consistent: Ensure that your email adheres to any company policies and procedures regarding disciplinary action. Avoid making exceptions to the rules or playing favorites, as this can lead to resentment and confusion among employees.
  • Be Confidential: Ensure that your email and any related documentation remain confidential. Only share the email and its contents with those who need to know, such as HR or the employee’s supervisor.

By following these tips, you can create a disciplinary email template that is effective, professional, and respectful of all parties involved. Remember, the ultimate goal is to correct the behavior and improve the workplace, so approach the email with a positive attitude and a focus on positive change.

Disciplinary Email Template FAQs

What is a disciplinary email template?

A disciplinary email template is a pre-written email used to inform an employee about his/her violation and disciplinary action. It ensures consistent communication and helps avoid emotional language.

When should I use a disciplinary email template?

A disciplinary email template is used when an employee has violated a company policy or code of conduct. It is important to use it after careful investigation and documentation of the violation.

What elements should a disciplinary email template include?

A disciplinary email template should include a clear description of the violation, evidence to support the claim, the disciplinary action being taken, and steps the employee can take to avoid similar situations in the future.

Can I customize a disciplinary email template?

Yes, you can customize a disciplinary email template. However, ensure that all the essential elements are still included and that the tone remains formal and professional.

How do I ensure that the employee feels heard and understood in a disciplinary email?

Your disciplinary email should acknowledge the employee’s point of view, explain the decision, and provide feedback on how the employee can improve and learn from the experience.

How should I deliver a disciplinary email?

It is best to deliver a disciplinary email in person or over video conference. If this is not possible, send it through email, but follow up with a call or video conference to discuss further.

What should I avoid in a disciplinary email?

Avoid using accusatory or emotional language, lengthy explanations, and personal attacks. Stick to the facts, state the violation, and provide a clear and concise explanation of the disciplinary action being taken.

How can I handle employee reactions to a disciplinary email?

Listen actively, empathize with the employee, and provide constructive feedback. Ensure that the employee understands why the disciplinary action is being taken and the steps he/she can take to improve.

What should I do if an employee disputes the violation mentioned in the disciplinary email?

Discuss the evidence and the employee’s point of view. Ensure that you remain objective and transparent throughout the conversation. Consider involving HR or legal counsel if required.

Wrap it up!

Well, there you have it folks – your very own disciplinary email template! Now you can confidently navigate those tough conversations with employees without breaking a sweat. Remember to always approach these situations with empathy and professionalism, and you’ll be able to keep your team on track and headed towards success. Thanks for reading and be sure to check back soon for more helpful tips and tricks!