Effective Disciplinary Email Sample for Managing Workplace Behavior

Disciplinary emails can be an unpleasant but necessary aspect of management. Whether you’re dealing with employee misconduct, poor performance, or any other issue that requires disciplinary action, it’s crucial to handle these situations with care and professionalism. To help ensure that your disciplinary email sends the right message, we’ll be providing some sample templates that you can use and customize to fit your needs.

By providing these samples, we hope to make the process of drafting a disciplinary email less daunting for you. You’ll be able to find examples of disciplinary emails for all types of situations, making it easier to create an effective and clear message that gets your point across.

It’s important to remember that disciplinary emails should be firm but respectful. It’s crucial to keep communication positive and to avoid making any personal attacks or offensive remarks. With that in mind, feel free to use our samples as a starting point and edit them as needed to fit your specific situation.

We understand that disciplinary emails are not something that most managers look forward to writing, but we hope that our sample templates will help make the process less intimidating. Remember that the goal of disciplinary action is to correct behavior and improve performance, and a well-crafted email can help you achieve that goal. So, without further ado, let’s dive in and explore our disciplinary email sample templates.

The Best Structure for a Disciplinary Email Sample

When it comes to disciplinary emails, it’s important to strike the right tone and convey the necessary information clearly and succinctly. To achieve this, it’s essential to use a structure that is well-suited to the task at hand. Here are the elements of an effective disciplinary email structure:

1. Start with a clear opening statement

The opening sentence should explain what the email is about and why it’s being sent. It should also convey a tone of professionalism and concern for the situation at hand. This sets the tone for the rest of the email and helps the recipient understand the importance of the message.

2. Describe the issue in detail

Next, provide a clear and concise summary of the behavior or issue that is the subject of the email. Be specific and avoid using vague language. This section should provide enough detail to allow the recipient to understand the seriousness of the situation and the reasons behind the need for disciplinary action.

3. Provide supporting evidence

If possible, provide evidence to support the claims made in the email. This could include documentation, witness statements, or other forms of proof. Including this information can help the recipient understand the validity of the claims and the need for disciplinary action.

4. Explain the consequences

It’s important to clearly explain the consequences of the behavior or issue in question. Be specific about what actions will be taken and what the potential impact on the employee or team could be. This helps the recipient understand the seriousness of the situation and the need to correct the behavior.

5. Provide next steps

Finally, provide specific next steps for the employee or team. This could include outlining steps they need to take to correct the behavior or explaining the process they will need to follow to contest the disciplinary action. Be clear and concise in outlining these steps so the recipient understands what is expected of them.

Using this structure for your disciplinary email will help you convey your message effectively and professionally. Remember to be concise and avoid emotional language, and to focus on providing clear and actionable steps for the recipient to take.

Disciplinary Email Samples


Dear [Employee Name],

We are concerned about your attendance record, which has fallen short of the company’s expectations. It is especially important that you show up on time and stay for your entire shift, as your absence disrupts the workflow and creates additional stress for the rest of the team.

We expect you to improve your attendance record immediately, and we will monitor your attendance closely for the next few weeks. If we do not see any improvement in your attendance record, we may have to consider further disciplinary action.

Thank you for your cooperation.

Best regards,

[Your Name]


Dear [Employee Name],

We have noticed that your performance has been slipping lately. Although we understand that everyone has bad days, it is important that you maintain high standards of work at all times.

We would like to encourage you to take the necessary steps to improve your performance. This might include attending training sessions, seeking advice and guidance from colleagues, or working on your time management skills.

We will monitor your performance closely over the next few weeks, and we would like to see a significant improvement in your work. If you need any support or guidance, please do not hesitate to contact us.

Thank you for your attention to this matter.

Kind regards,

[Your Name]


Dear [Employee Name],

We regret to inform you that we have received several complaints about your behavior at work. Specifically, your conduct towards customers has been inappropriate and unprofessional.

We take issues of workplace behavior very seriously, and we expect our employees to conduct themselves in a professional and respectful manner at all times. We would like to remind you that your behavior is representing the company, and any negative behavior reflects poorly on the company as a whole.

We expect you to improve your behavior immediately, and we will be monitoring your conduct very closely over the coming weeks. If we do not see any improvement, we may have to consider further disciplinary action.

Best regards,

[Your Name]


Dear [Employee Name],

We are writing to you regarding a serious issue that has come to our attention. We have received a complaint from one of your colleagues who alleges that you have been engaging in harassment and bullying behavior towards them.

We want to remind you that such behavior is absolutely unacceptable in the workplace and has a significant impact on the victim’s wellbeing. We take such complaints very seriously and will not tolerate this type of behavior in our workplace.

We would like to conduct an investigation into this matter and remind you that any further claims against you will result in immediate disciplinary action up to and including termination of your employment.

Thank you for your cooperation.

Kind regards,

[Your Name]


Dear [Employee Name],

We are writing to you regarding your insubordinate behavior that has been reported to us. Specifically, you have been openly disrespectful to your manager, arguing with them and questioning their decisions.

We want to remind you that such behavior is not acceptable in the workplace and falls short of the level of professionalism that is expected. We understand that tensions may arise, but this type of behavior is not sustainable, and we expect you to take steps to improve your conduct.

Please be aware that your behavior is being monitored, and any further instances of insubordination may result in immediate disciplinary action.


[Your Name]


Dear [Employee Name],

We regret to inform you that we have received a report that you have been stealing company property. Theft is a serious offense and not tolerated at our Company.

If the allegations are true, we are compelled to take appropriateaction. We will conduct a thorough investigation and if found guilty, we will take a legitimate action against you and terminate your employment with immediate effect.

We hope to hear from you soon.

Best regards,

[Your Name]

Drugs and Alcohol Abuse

Dear [Employee Name],

We are deeply concerned about your behavior and wellbeing following the reports we have received. We have reason to suspect that you might be abusing drugs or alcohol during your working hours.

We want to remind you that such behavior is unacceptable and put not only safety at risk but also brings harm to the reputation of the company. We would like you to seek help for your addiction through our Employee Assistance Program or take a leave of absence to overcome your addiction.

Please be aware that you will be required to undergo drug testing regularly, and any future use at the workplace will lead to suspension or termination of your employment.

Thank you for your cooperation.

Kind regards,

[Your Name]

Tips for Writing a Disciplinary Email

Writing a disciplinary email can be daunting, especially if you are dealing with a difficult situation or a sensitive employee. However, sending a clear and concise email can help ensure that the employee understands the situation and takes the necessary steps to correct their behavior. Here are some tips to help you write an effective disciplinary email:

  • Begin with a clear and concise opening: In the first sentence, clearly state the purpose of the email and why you are writing. This will help the recipient understand what the email is about and what is expected of them.
  • Use a professional tone and language: Even if you are upset, it’s important to maintain a professional tone and language. Keep your language polite, respectful, and professional, no matter how frustrated you may be.
  • Be specific and give examples: Provide specific examples of the employee’s behavior that is causing concern. This will help the recipient understand what they did wrong and what they need to do differently in the future.
  • Be clear about consequences: Let the employee know what the consequences will be if they do not rectify their behavior. This can include anything from additional coaching to termination of their employment. It’s important to be clear and firm about the consequences so that the employee understands the seriousness of the situation.
  • Provide guidance: Offer guidance on what the employee can do to improve their behavior going forward. Provide them with resources or suggestions on how they can change their behavior so that they can avoid future disciplinary action.
  • End on a positive note: End the email on a positive note, communicating that you believe in the employee’s ability to change their behavior and offering support as needed. This will help foster a positive relationship with the employee and encourage them to take action to correct their behavior.

By following these tips, you can write a disciplinary email that clearly communicates your concerns, expectations, and required actions. Remember to keep your tone professional and respectful, provide specific examples and consequences, offer guidance and support, and end on a positive note. With these elements in place, you can improve the chances of a positive outcome and help the employee make the necessary changes to succeed.

Frequently Asked Questions (FAQs) About Disciplinary Email Sample

What is a disciplinary email sample?

A disciplinary email sample is a sample email or template used by an employer or supervisor to effectively communicate disciplinary actions or consequences to employees who have violated company policies or rules.

Who sends a disciplinary email?

A disciplinary email is usually sent by an employer, supervisor, or HR personnel to an employee who has violated a company policy or rule.

What should be included in a disciplinary email?

A disciplinary email should include a clear and concise description of the violation, the consequence or penalty for the violation, and any follow-up actions required from the employee.

When should a disciplinary email be sent?

A disciplinary email should be sent as soon as possible after the violation has been discovered and the investigation is completed.

What tone should be used in a disciplinary email?

A disciplinary email should be professional and objective in tone, avoiding harsh or confrontational language but still conveying the seriousness of the violation and its consequences.

What are some common mistakes to avoid when sending a disciplinary email?

Some common mistakes to avoid when sending a disciplinary email include sending it in anger or frustration, using emotional or accusatory language, violating the employee’s privacy or confidentiality, or failing to follow the company’s policies or procedures for disciplinary actions.

Can an employee respond to a disciplinary email?

Yes, an employee can respond to a disciplinary email and provide their side of the story, explanation, or justification for their actions. However, it is ultimately up to the employer or supervisor to decide whether to accept or reject the employee’s response.

What should an employer do if an employee does not respond to a disciplinary email?

If an employee does not respond to a disciplinary email within a reasonable amount of time, the employer should follow up with additional communication, such as a phone call, to ensure that the employee has received and understood the disciplinary action or consequence.

How can an employer prevent the need to send disciplinary emails?

An employer can prevent the need to send disciplinary emails by providing clear and consistent expectations and guidelines to employees, training and educating employees on company policies and rules, and establishing a culture of respect and accountability in the workplace.

What are the legal implications of sending a disciplinary email?

Sending a disciplinary email can have legal implications if the company or employer violates any labor laws or the employee’s rights. Thus, it is important for the employer to have a thorough understanding of the relevant laws and regulations and consult with legal experts if needed.

Thanks for Reading!

And that’s it for our sample disciplinary email. Remember, it’s important to maintain a professional yet empathetic tone when communicating a disciplinary action to an employee. Crafting a well-written email is crucial in ensuring a seamless and respectful resolution. Keep visiting our website for more helpful content. See you again soon!