How
to give a written reprimand & terminate, if necessary.
One of the most essential tools of management when it comes to
directing the activities of personnel is the written reprimand.
First, it gets the attention of an employee who has great potential
for your business but who needs to shape up. Many times a written
reprimand will get the employee’s attention in a way that
mere words cannot.
This reprimand, except in the most severe of cases, should not,
however, be the first step in correcting an employee’s behavior.
Verbal warnings come first. The number of these verbal warnings
depends on the severity of the problem and your lenience. Note,
though, you must document the verbal warnings in the employee’s
personnel file. If the matter becomes more serious, you will need
this data. The written reprimand should mention the verbal warnings
that preceded it.
How to Create a Written Reprimand
What should go into the written reprimand? Obviously, it needs
to be clear and to the point. Plainly state what behaviors you
are reprimanding. It should include a signature line for the employee
to sign proving the employee saw it. There must be no question
the employee involved does not understand the nature of the reprimand
and the consequences if he or she repeats the behavior. Take your
time composing the letter of reprimand; you should never write
one "on the fly" or in the heat of anger.
How should you present the written reprimand to the employee?
Clearly you should do this in private, giving the employee opportunity
to vent his or her feelings. In no instance, should you discuss
it with other employees. Be prepared to listen to the employee’s
response to the reprimand. It may not be the contrite attitude
you would wish; the employee may respond in anger. Also be prepared
for a sudden resignation. In that event, you need to be ready to
follow good procedures for termination. In the heat of such a moment,
you cannot afford to neglect important items like collecting any
keys or business property in the employee’s possession.
If the written reprimand does not change the employee’s
behavior, you can use it as documentation. It proves you made substantial
efforts to correct an unacceptable situation. Such documentation
will be invaluable if the employee files a labor dispute claim
against the business. However, always consider this type of reprimand
as a tool for improvement first rather than a means of ridding
your business of a difficult employee.
The
consequences of ignoring a bad employee. Written reprimand & termination
forms.
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