It is common in the company to come across undesirable behavior of employees now and then. Such behavior may be uncalled for in the organization’s books of discipline. Also, such behavior can be triggered even among employees, between employees and customers, or even in the employer itself.
This is when disciplinary action forms come into action. Let’s know more about it.
What Is an Employee Disciplinary Action Form?
An employee disciplinary action form is given to an employee by an employer that informs the employee about the violations of the organization norms performed by him/her and the respective action taken against the employee as a result.
Like an employee complaint form and an employee write up form, it is simply a reminder to the employee for not working in accordance with the terms set by the employer for the organization. It may act as a warning to such an employee politely rather than embarrassing him/her in front of all. An employee reprimand form provides a professional touch to the action that cannot be denied or taken lightly as it goes into the record of the employee.
What to Include in an Employee Disciplinary Action Form?
The content or elements of your employee disciplinary form is very important. It should be well-written and include everything meaningful. Some of the necessary information to include is mentioned below:
- The full name of the employee
- The date of the disciplinary action taken
- The detailed description of reasons for the disciplinary action (include the date, time and place)
- The violation type in short (e.g., Rudeness, disobedience, carelessness, attendance, etc. )
- Prior history of disciplinary actions pending (if any)
- Other employee comments related to the committed disciplinary action
- Employer/ supervisor comments on the state of events
- The judicial action to be taken or recommended
- Signature of the employee acknowledging the disciplinary action taken
- Signature of the manager providing disciplinary action
When Should You Use the Employee Disciplinary Action Form?
Employee corrective action forms can be vital for several reasons. There are special events when you seem fit to give your employee an employee disciplinary action form. These are:
- When an employee violates the policies and procedures of the company
- When the employee’s absenteeism has increased
- When the employee is not providing quality work
- When an employee violates the safety protocols
- When an employee has been disobedient for no reason
- Any other specific reasons seemingly fit
In such cases, it is essential to disciplinary action for the reasons given in the next section.
Why Should You Use the Employee Disciplinary Action Form?
- Maintain harmony in the company
Any employee showing indiscipline destroys the harmony of the company. Casually neglecting such behavior may cause other employees to follow, making it difficult to maintain discipline altogether.
- Acts a record
Having a disciplinary action form adds to the record of the employee. This also helps the manager to act upon the pending disciplinary actions. Moreover, whenever an employee becomes a repeat offender, strict actions can be taken against him.
- Better clarification of offense
A disciplinary action form entails in detail the violation done by the employee. This provides a better understanding of the offense on the part of both the employer and employee and provides enough space for both to explain about it.
So, usually, the first warning of disciplinary action is given verbally. But when the need arises, and the situation begins to go out of hand, it rather becomes important to present it before the employee in writing.
Disciplinary action FAQs
What are the various kinds of disciplinary action?
Disciplinary action could be of various types, including:
- A temporary cut in salary
- A certain loss of privileges for some time
- Serious action could lead to demotion
How to prepare a disciplinary action form?
Preparing a disciplinary form with the help and opinion of others is always desirable. The steps include:
- Create an outline of the elements that should be included in the form
- Must include the important mentions in the form
- The form should not be too detailed and long but not too vague either
- It should include the violation by the employee in detail
- It should also include the comments from both the employee and the employer
- The disciplinary form should be presented at the right time for action
What are the forms of misconduct that would need disciplinary action?
The common misconducts when the disciplinary action is given after the first verbal warning include:
- Excessive absenteeism
- Breach of company policy and procedures
- Use of electronics excessively or for inconvenient purposes
- Creating unnecessary disturbance
- Damage to the company’s property
- Performed data related or physical theft
- Lack of productivity and poor quality of work
- Abusing behavior with employees or customers
- Any other repeated offense
How to deliver a disciplinary action form?
There is no right time to deliver an employee discipline form to the accused employee than as soon as possible. However, it is always advisable to think twice before offering one to your employee. To be sure, here are the following steps that can be followed:
- Review the performance of the employee and his/her file
- Hold a meeting with the employee in question
- Clearly explain to him the objectives of disciplinary action
- Listen to the employee’s side well
- Give a disciplinary action form to the employee to fill
- Follow up and evaluate later
- Decide upon the corrective action, as desirable
In the fast track world, no individual company spends time in making a disciplinary action form fit for his/her company. CocoSign provides you with numerous types of employees forms that can be customized according to your needs. Download them now.