Professional Documents
Culture Documents
Sample Letters of Corrective Action Steps
Sample Letters of Corrective Action Steps
MEMORANDUM
TO:
FROM:
MaryJones
TomDoe
Supervisor
DATE:
January9,20__
SUBJECT:
InitialWrittenWarningforPoorWorkPerformance
OnWednesday,January8,at2:30pm.,wemettodiscussyourfailuretofollowtheinstructionsand
departmentalproceduresdescribedbelow.
1. Youdidnotprocessatravelrequestonatimelybasisandscheduledanimportant
meetingonthistraveldaywhichhadtoberescheduled.Also,anothertravelrequest
waspreparedthatwasincompleteinnumerousaspects,includingtheregistrationform.
2. Filinginallareasistobedoneonadailybasis.Filinginsomeareasaccumulatesfor
morethanaweekbeforereceivingyourattention.Youweregivenoralinstructionsthat
nothingwastobestackedontopofthefilecabinets.Asecondreminderwasissuedtwo
weekslatertocleanoffthetopofthefilecabinets,anditincludedspecificinstructions
astowherethematerialsshouldbeplaced.Bothofthesedirectiveshavebeenignored.
Mary,Iurgeyoutodirectyourattentiontotheseareasofyourperformancebeforefurther
correctiveactionbecomesnecessary.
cc:departmentalfile
InitialWrittenWarningSample2
MEMORANDUM
TO:
FROM:
MaryJones
TomDoe
Supervisor
DATE:
February12,20__
SUBJECT:
InitialWrittenWarningforPoorAttendance
OnJanuary2,inouroneononestaffmeetingIcounseledyouaboutyourabsencesandlatearrivals
towork.SincethenyouhavebeenabsentfourTuesdaysinarow.
ThispatternofattendanceisunacceptableandIexpecttoimproveyourattendanceimmediatelyor
elsefurthercorrectiveactionmaybecomenecessary.
cc:departmentalfile
MEMORANDUM
SecondWrittenWarning
TO:
MaryJones
FROM:
TomDoe
DATE:
February1,20__
SUBJECT:
SecondWrittenWarningforPoorWorkPerformance
Sincethetimeofyourinitialwrittenwarninglastmonth,Ihavenotseensufficientimprovementin
anyoftheareasthatwerecitedasneedingimprovement.Yourworkperformancecontinuesatan
unsatisfactorylevel.Thefollowingproblemshavebeennotedwithinthepasttwoweeks:
1. Amemorandumgiventoyouasahighpriorityitemwasnottranscribedforoverone
week.Whenitwastranscribed,thefirstandseconddraftscontainednumerouserrors,
manyofwhichwereofatotallyunacceptablenaturegivenyourexperienceandjoblevel.
2. Inlookingthroughyourtodofile,therewerenumerousitemswhichIhadgiventoyouto
sendtootherpeoplethatweremorethanoneweekoldandnotyetprocessed.
3. Youeitherdoublescheduledorfailedtoindicatethatyouhadscheduledmeetingsforme
uponthreeoccasionscausingmetomissmeetings.
4. Youhavebeennotedtohavespentanexcessiveamountoftimeonpersonalphonecalls.
Thisletteristonotifyyouthat,unlessyourworkperformanceimprovestoanacceptablelevel
immediately,furthercorrectiveactionwillfollow.Ifyouachieveanacceptablelevelofwork
performance,youareexpectedtomaintainthatlevelofperformanceonacontinuousbasis.Your
performancewillbereviewedonaweeklybasis,andproblemswillbebroughttoyourattention
immediately.Anyquestionsregardingthismemorandumshouldbeaddressedtome.
cc:HumanResourcesAdministration
_______________________________________
EmployeesSignature
AcknowledgesReceiptOnly
SecondWrittenWarningSample2
MEMORANDUM
TO:
EdSmith
FROM:
MarianBlake
DATE:
March21,20__
SUBJECT:
SecondWrittenWarningforPoorAttendance
OnFebruary12,wediscussedyourpoorattendance,andyouwereinformedthatifthisproblem
persisted,youcouldbesubjecttofurtherdisciplinaryaction.
Sinceourdiscussion,youwerelatetoworkonFebruary20andabsentonFebruary28andMarch
18.Imustemphasizetheseriousnessofthissituation.Thisattendancerecordisunacceptableand
continueddifficultiesinthisareacouldleadtomoreseverecorrectiveaction,includingsuspension
withoutpayandultimatelytermination.
Ifyouhaveanyquestionsregardingthismatter,Iurgeyoutodiscusstheseconcernswithmeas
soonaspossible.
cc:HumanResourcesAdministration
___________________________________
EmployeesSignature
Thisletterhasbeenreviewedwithme,andIhavereceivedacopy.
LetterofSuspension
ORANDUM
MEM
TO:
MaryJones
FROM:
TomDoe
Supervisor
DATE:
April21,20__
SUBJECT:
SuspensionforPoorWorkPerformance
OnJanuary8youreceivedaninitialwrittenwarningandonFebruary1youreceivedasecond
writtenwarningwhichpointedoutseveralseriousdeficienciesinyourworkperformance.Ihave
beenmonitoringyourwork,andyouhavenotmadesufficientimprovementintheareaswe
discussed.Immediateandsustainedimprovementisnecessaryinthefollowingareas:
1. Youhavebeenmakingfrequenttypingerrorsinvolvingthespellingofcommon,nonmedical
terms.Revisionshaveoftenbeenreturnedwithadditionaltypingerrorswhichwerenot
presentontheoriginalletters.
2. Intypingdictations,youarenotusingthedictionaryandothersourcesofreferencetocheck
thespellingofwords.Asaresult,yourerrorrateonsomedictationshasbeenashighas30
wordsperpage.Again,correctedversionsstillcomebackwithseriouserrors.
3. AsIpointedout,youseemtohaveaprobleminconcentratingonyourworkwhichhasbeen
compoundedbytoomanyincomingandoutgoingpersonalphonecalls.Suchcallsshouldbe
limitedtoemergencysituationsinthefuture.
Youhavebeenemployedinourdepartmentforoverayear,andduringthistimeyourwork
performancehascontinuedtodecline.Becauseofthisunacceptablelevelofperformance,youare
beingsuspendedwithoutpayforthreedays,April22,23,and24.Youareexpectedtoreturnto
workat8:00a.m.onFriday,April25.Iwishtomakeclearthatunlessyourperformanceimproves
immediatelyandremainspositive,Iwillhavenoalternativebuttoterminateyouremployment.
cc:HumanResourcesAdministration
_____________________________________
EmployeesSignature
AcknowledgesReceipt
MEMORANDUM
LetterofSuspensionSample2
TO:
EdSmith
FROM:
MarianBlake
DATE:
May15,20__
SUBJECT:
SuspensionforPoorAttendance
Thisletterisintendedtoserveasanoticeofsuspensioninthematterofyourattendanceandto
outline,onceagain,theguidelinesforyourcontinuedemploymentwithIndianaUniversity.
InearlyFebruaryofthisyearyouweregivenaninitialwrittenwarningthatyourattendancewas
unacceptable;onemonthlater,whenyourattendancehadnotimproved,youweregivenawritten
warning.
Sincethattime,therehavebeenthreeinstancesinwhichyouwereabsentforallorpartofaday.
Thisisanunacceptablesituation,andyouarenowplacedonathreedaysuspensionwithoutpay
effectivetomorrowthroughThursday.
Furtherabsencescanleadtotermination.Ihopethatyouunderstandthegravityofthissituation.
WhileIhavenowishtoseeyouterminated,itisimportantthatyouarepresentandwillingtowork.
Yoursignaturebelowisevidencethatyouhavereadthisdocumentandunderstanditscontents.
cc:HumanResourcesAdministration
_________________________________________
EmployeesSignature
MEMORANDUM
LetterofTermination
TO:
MaryJones
FROM:
TomDoe
DATE:
June4,20__
SUBJECT:
NoticeofTerminationPoorWorkPerformance
Atthetimeofyoursuspensionforpoorworkperformance,Iexpectedanimmediateandsustained
improvementofyourperformanceoryouwouldbesubjecttotermination.
Ididnotesomeinitialimprovement;however,itdidnotlast.Withinthepastthreeweeks,mostof
theproblemscitedinthewrittenwarningandsuspensionlettershaverecurred.Sinceyouoffered
noacceptableexplanationwhenIpresentedtheselatestdeficienciestoyou,Iamnotifyingyouof
yourterminationofemploymentfromIndianaUniversityeffectivetwoweeksfromtodayonJune
18.
YouareentitledtofollowtheIUPUIgrievanceprocedureifyouwishtodoso.Toindicateyour
understandingandreceiptofthisletternotagreementpleasesignbelow.
cc:HumanResourcesAdministration
____________________________________
EmployeesSignature
MEMORANDUM
LetterofTerminationSample2
TO:
EdSmith
FROM:
MarianBlake
DATE:
June30,20__
SUBJECT:
NoticeofTerminationforPoorAttendance
Duringthepastyearyouhavebeencounselednumeroustimesregardingyourattendancerecord.
Itwasstressedthatyoucouldnoteffectivelyperformyourresponsibilitieswithsuchapoorrecord.
YouweregivenaninitialwrittenwarningonFebruary12explainingthenecessityofimproving
yourattendancerecord,andonMarch21youreceivedasecondwrittenwarningforfailureto
improveyourattendance.OnMay15youreceivedathreedaysuspension,andyouwereadvised
thatfurtherattendanceproblemscouldresultintermination.
Sincethattime,yourattendancehasremainedunacceptablewithseveraloccasionsoftardinessand
absences.
Aswediscussedinourmeetingthismorning,thisadverselyaffectsthedepartment.Ihaveno
alternativebuttoterminateyouremploymenteffectivetwoweeksfromtoday.Yourlastdaywill
beJuly14.
cc:HumanResourcesAdministration
____________________________________
EmployeesSignature
Acknowledgesreceiptandunderstandingnotagreement
MEMORANDUM
LetterofSuspensionSubjecttoTermination
TO:
EdSmith
FROM:
MarianBlake
DATE:
June1,20__
SUBJECT:
SuspensionPendingTermination
Thisistonotifyyouthateffectiveimmediatelyyouarebeingplacedonafivedaysuspension
pendinganinvestigationandsubjecttodischarge.
Thisactionisbeingtakenduetoyourparticipationinafightatworkwithanotheremployee.When
questionedearliertoday,youdeniedstartingthefight,butyoudidadmittostrikingtheother
employee.Instigatingafightand/orretaliatingwithphysicalviolencearetotallyunacceptable
actionsintheworkplace,andtheyresultinseverecorrectiveaction.
Aninvestigationofyourinvolvementinthisincidentwillbeconductedduringtheensuingfivedays
atwhichpointyouwillhavetheopportunitytoagainexplainwhathappened.Youwillbenotified
ofyouremploymentstatusattheendofthisfivedaysuspensionperiod.
cc:HumanResourcesAdministration
____________________________________
EmployeesSignature
AcknowledgesReceiptOnly