Disciplinary Letter of Suspension

Disciplinary Decision Letters

Letters Kate

A disciplinary decision is the outcome of an action taken against an employee for inappropriate behavior. Typically, employers address such situations by first having an informal discussion with the employee in an attempt to resolve the issue. If the problem persists or the situation is repeated, the employer may take formal action against the employee. This formal action is known as disciplinary action.

Disciplinary actions can range from mild to severe, depending on the situation. A few examples of situations when disciplinary action may be taken are:

  • An employee repeatedly arrives late or shows a lack of punctuality.
  • An employee demonstrates negligence, resulting in a loss to the organization.
  • Co-workers raise complaints about the employee’s attitude or behavior.
  • Co-workers report incidents of sexual harassment by the employee.
  • An employee is caught sharing confidential or exclusive information outside the organization.
  • An employee refuses to follow instructions or established procedures.

Usually, disciplinary action means a committee meets to discuss and review the complaint or issue. The employee is also required to provide a formal explanation of his/her behavior or actions. Finally, the committee reaches a fair decision during an internal meeting, referred to as the disciplinary decision. The decision is then communicated to the employee.

Sample Letters:

1-Disciplinary Letter of Ending Suspension

Subject: Ending Suspension Notification

To

[Employee name]

This is to remind you that your suspension period has ended. You should come to work from tomorrow [date]. A copy of the disciplinary action report shall soon be sent to you.

Sincerely,

Emanuel Johns

Human Resources Head

Disciplinary Letter of Ending Suspension

2-Disciplinary Letter on Review of Suspension

Subject: Review of Suspension

To

[Employee name]

This is in response to your application for review of suspension. After careful analysis of the current status of the ongoing disciplinary investigation, we have decided to continue with the original decision to suspend you for a period of three weeks.

The details of the investigation report shall be emailed as soon as they are finalized. You shall report to work at the end of your suspension period, that is [date and day].

Sincerely,

Emanuel Johns

Human Resources Head

Disciplinary Letter on Review of Suspension

3- Letter of Disciplinary Decision of Suspension 

Subject: The Disciplinary Decision of Suspension

To [employee name],

This is to inform you that you have been suspended without pay for a period of two weeks due to your poor personal conduct.

On September 06, 20xx (Wednesday), you entered into a heated argument with your colleague and threatened to punch him in the face. There have been informal complaints against your aggressive behavior in the past as well. After giving you multiple verbal warnings, a formal complaint was submitted against your behavior. As discussed with you in the committee, your conduct has been deemed unacceptable under sections 103A and 202A.

We at [company name] promote values of respect and tolerance. Under no circumstances are employees allowed to threaten others or disrupt the organizational environment. A similar incident occurred in 2012, when an employee struck another colleague following an argument. The employee was immediately terminated.

You are to resume office on September 20, 20xx. We hope you will mend your ways and improve your behavior towards your colleagues in the future.

Sincerely,

Eric Martin

Head of Human Resources

Letter of Disciplinary Decision of Suspension

4-Disciplinary Letter of Suspension

To

[Employee name]

We have received a formal complaint against your unethical conduct at work. You are hereby suspended for a period of one week, effective immediately, while the allegations against you are under investigation.

During this time, the investigation team led by Mr. Jack Simon shall review your case and may contact you for information. You are expected to cooperate with him and explain your actions to ensure a fair and reasonable decision.

The suspension shall be paid while the investigation is ongoing. This may change in the future. You must not discuss the investigation proceedings or the allegations against you with any co-worker or employee of the organization, except members of the investigation team. Once the disciplinary decision of suspension has been communicated to you, you may submit an application for review.

Sincerely,

Hanna Sable

Head of Human Resources

Disciplinary Letter of Suspension