Disciplinary Action Form

User Guide: Disciplinary Action Form

This user guide will help you understand how to properly use the Disciplinary Action Form for documenting employee performance issues and policy violations.

Overview

The Disciplinary Action Form is designed to:

• Document employee policy violations or performance issues
• Record the disciplinary measures taken
• Create a paper trail for HR purposes
• Ensure consistent treatment of all employees
• Provide clarity on expectations and consequences

How to Use the Form

1. Employee Information Section

• Employee Name: Enter the full legal name of the employee
• Employee ID: Enter the company's unique identifier for the employee
• Position/Title: Enter the employee's job title
• Department: Specify which department the employee works in
• Date of Hire: Enter the employee's start date with the company
• Supervisor/Manager: Enter the name of the employee's direct supervisor

2. Incident Information Section

• Date of Incident: Specify when the incident occurred
• Time of Incident: Note the approximate time of the incident
• Location of Incident: Identify where the incident took place
• Reported By: Enter the name of the person who reported the incident
• Description of Incident: Provide a detailed, factual account of what happened
• Previous Related Actions: Note any prior disciplinary actions for similar issues

3. Disciplinary Action Section

• Action Type: Check the appropriate box for the disciplinary action being taken:
  • Verbal Warning: For minor first-time offenses
  • Written Warning: For more serious or repeated issues
  • Suspension: For serious violations (specify duration and dates)
  • Final Warning: Indicates next violation may lead to termination
  • Other: Specify any other action being taken
• Details of Disciplinary Action: Provide specific information about the action
• Expected Improvement: Clearly state what changes are expected
• Follow-up Date: Set a date to review progress
• Consequences: Explain what will happen if further violations occur

4. Acknowledgement Section

• Employee Comments: The employee may provide their perspective
• Signatures: All parties must sign and date the form
  • Employee signature acknowledges receipt and understanding
  • Supervisor signature confirms the discussion occurred
  • HR signature validates the process was followed correctly

Best Practices

1. Complete promptly: Document incidents and discussions as soon as possible after they occur
2. Be specific: Provide detailed, factual information without emotional language
3. Maintain consistency: Apply the same standards to all employees
4. Keep confidential: Store completed forms securely in employee personnel files
5. Follow up: Schedule and conduct follow-up meetings as indicated on the form

Printing the Form

Click the "Print Form" button to generate a printer-friendly version. The printed version will:

• Remove unnecessary screen elements
• Optimize layout for paper
• Maintain all form content and structure

Legal Considerations

• Consult with HR or legal counsel before taking disciplinary action
• Ensure compliance with company policies and local labor laws
• Provide the employee with a copy of the completed form
• Maintain documentation according to record retention policies

For questions about using this form, please contact your HR department.