Example Of Discipline Email For Employee For Being Unkind: A Guide for HR

Subject: Formal Warning – Unprofessional Conduct

Dear [Employee Name],

This email serves as a formal written warning regarding your recent unprofessional conduct towards [Colleague’s Name]. On [Date], [briefly describe the incident – e.g., “during the team meeting, you made disparaging remarks about [Colleague’s Name]’s work”]. This behavior is a violation of our company’s policy on respectful workplace interactions, as outlined in the employee handbook.

Your behavior was unacceptable and has caused [mention potential impacts – e.g., “discomfort to your colleague and disruption to the team’s productivity”].

Moving forward, we expect you to treat all colleagues with respect and professionalism. This includes using appropriate language, avoiding personal attacks, and contributing positively to team discussions. Failure to adhere to these expectations will result in further disciplinary action, up to and including termination of employment.

Please acknowledge receipt of this email and confirm that you understand the expectations moving forward. A meeting has been scheduled for [Date and Time] to discuss this further. Please be prepared to discuss the incident and your plan for improvement.

Sincerely,

[Your Name/HR Department]

Subject: Formal Warning Regarding Conduct in Meetings

Dear [Employee Name],

This email constitutes a formal written warning due to your behavior during the team meeting on [Date]. Specifically, your [describe behavior – e.g., “interrupting colleagues, making sarcastic comments about their suggestions, and using a dismissive tone”]. Such behavior is unacceptable and violates the company’s policy on respectful and professional workplace communication.

We are committed to fostering a collaborative and respectful environment where all team members feel valued and are able to contribute effectively. Your actions undermined this goal and created a negative atmosphere during the meeting.

Future meetings require your full participation with professional respect. Failure to do so may result in additional disciplinary action.

Please reply to this email to confirm your receipt and understanding of the situation. You are required to attend a meeting with [Name] on [Date and Time] to discuss your plan for improvement.

Sincerely,

[Your Name/HR Department]

Subject: Formal Warning – Unprofessional Conduct towards Subordinate

Dear [Employee Name],

This email serves as a formal written warning regarding your conduct towards [Subordinate’s Name]. Specifically, we have received reports of [describe behavior – e.g., “speaking to [Subordinate’s Name] in a demeaning tone, criticizing their work publicly, and undermining their authority”]. This is in violation of the company’s policy on respectful conduct and the standards for leadership.

As a leader, you are expected to model appropriate behavior and create a supportive environment for your team members. The actions you displayed are creating a negative impact on your team. It creates an environment of discomfort and reduces productivity.

You are expected to show a significant shift in behavior toward your team members. Please confirm your receipt and understanding of this warning, and attend a meeting with [Name] on [Date and Time] to discuss your plan for improving your conduct and rebuild trust.

Sincerely,

[Your Name/HR Department]

Subject: Formal Warning – Unprofessional Electronic Communication

Dear [Employee Name],

This email constitutes a formal written warning regarding unprofessional conduct via electronic communication. Specifically, we have received reports that you sent [describe behavior – e.g., “an email to [Colleague’s Name] containing offensive language and making personal attacks”]. This is a clear violation of our company policy on professional communication and workplace conduct.

Your communication was unacceptable and caused [mention potential impacts – e.g., “offense to your colleague and created a hostile environment”].

You are expected to treat all communications with colleagues with respect. Failure to adhere to these expectations will result in further disciplinary action, up to and including termination of employment.

Please respond to this email to acknowledge receipt and confirm your understanding of the company’s standards and expectations, as well as your plan to improve your behavior. You are required to attend a meeting with [Name] on [Date and Time].

Sincerely,

[Your Name/HR Department]

Subject: Final Written Warning – Continued Unprofessional Conduct

Dear [Employee Name],

This email serves as a final written warning due to continued instances of unprofessional conduct. This is a follow-up to our previous communications on [date of prior warnings] regarding [brief summary of previous offenses]. Despite these warnings, we have received further reports of [describe the new/continued behavior – e.g., “speaking disrespectfully to [Colleague’s Name] during team meetings”].

Your actions demonstrate a lack of understanding and commitment to the company’s policies on respectful workplace conduct. Such behavior has resulted in a negative impact on our working environment.

Please note that any further instances of unprofessional conduct, disrespect, or failure to adhere to company policies will result in further disciplinary action, including termination of employment.

Please confirm your receipt and understanding of this final warning. A meeting with [Name] has been scheduled for [Date and Time] to discuss this matter further and review your plan for immediate and sustained improvement.

Sincerely,

[Your Name/HR Department]

Subject: Formal Warning – Bullying and Harassment

Dear [Employee Name],

This email constitutes a formal written warning regarding the reports we received of bullying and harassment towards [Affected Employee’s Name]. Specifically, we have received reports of [describe the bullying and harassment behavior – e.g., “repeatedly making threatening comments, belittling the employee’s contributions, and spreading rumors about their work”]. This behavior violates the company’s zero-tolerance policy on bullying and harassment.

Your conduct has created a hostile work environment, causing [mention the negative impacts – e.g., “significant emotional distress, and affecting the employee’s ability to perform their job duties”]. Such behavior has serious consequences.

We take any claims of bullying and harassment very seriously. Please note that failure to demonstrate an immediate and sustained change in behavior, as well as any further acts of bullying or harassment, will result in further disciplinary action, up to and including termination of employment.

Please confirm your receipt of this warning. A meeting with [Name] has been scheduled on [Date and Time] to discuss the situation and your plan for addressing your behavior.

Sincerely,

[Your Name/HR Department]