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Employee Discipline Form Template

Ensure Fairness and Accountability in Employee Conduct

When employee behavior falls short of your organization's standards, it can disrupt the workplace and affect morale. This Employee Discipline Form Template helps HR teams and managers document violations, establish clear expectations, and enforce company policies systematically. Use it for various situations, such as addressing performance issues, managing conflicts, or documenting misconduct. Plus, with easy customization, you can create a professional document that meets your requirements effortlessly. Start streamlining your discipline processes today.

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Case ID or reference number
Date of report
Employee full name
Employee ID
Department
Job title
Work location
Immediate supervisor or manager name
Date of incident
Time of incident
Location of incident
Primary incident type
Attendance
Conduct
Performance
Safety
Harassment or discrimination
Timekeeping or payroll
Use of company property or IT
Policy violation - other
If other, specify the incident type
Describe what happened (objective, factual description)
Were immediate safety actions taken?
Yes
No
Were there any injuries or immediate risks?
Yes
No
Were witnesses present?
Yes
No
Policies or standards allegedly violated (select all that apply)
Please Specify:
Reference policy numbers or sections (if known)
Brief summary of evidence and findings
Evidence collected (select all that apply)
Please Specify:
Has the employee received prior counseling or discipline related to this issue?
Yes
No
Dates or references of prior actions (if any)
Most recent prior action
None
Coaching or counseling
Verbal warning
Written warning
Final warning
Suspension
Demotion
Other or not sure
Recommended or imposed action
Effective date of action
Duration or schedule details (for suspension, PIP, or other time-bound actions)
Conditions and expectations for continued employment
Is the employee placed on a Performance Improvement Plan (PIP)?
Yes
No
List witness names and contact details (if any)
Employee statement or response
The employee understands the expectations going forward
Strongly disagree
Disagree
Neither
Agree
Strongly agree
Receipt acknowledgment and position
I acknowledge receipt only
I agree with the findings
I disagree with the findings
Prefer not to say
Employee typed name (signature)
Employee signature date
Did the employee decline to provide a statement?
Yes
No
Representative present
None
Union representative
HR representative
Coworker witness
Other
Please Specify:
Prepared by (manager or supervisor)
Preparer role or title
Manager typed name (signature)
Manager signature date
HR reviewer name
HR comments or notes
HR typed name (signature)
HR signature date
HR review decision
Approved
Approved with changes
Needs more information
Not approved
Follow-up meeting date
Responsible owner for follow-up
Target completion date
Follow-up requirements (select all that apply)
Training
Policy review
Coaching sessions
PIP checkpoints
EAP referral
Schedule change
Equipment or safety remediation
None
Other
Please Specify:
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Paper art illustration depicting an employee discipline form for FormCreatorAI article

When to use this form

Use this form when an employee violates policy, repeats poor performance after coaching, or causes a safety or conduct issue. Managers and HR use it to record facts, decide the right step, and set clear next actions. Example cases include repeated tardiness, insubordination, misuse of equipment, or harassment reports. It supports a consistent process and creates a defensible record. For early-stage issues, start with a Verbal warning form. For a written warning, pair it with an Employee reprimand form. When the situation requires suspension, probation, or final notice, align it with a Disciplinary action form to outline consequences and timelines.

Must Ask Employee Discipline Questions

  1. What happened, including date, time, location, and any witnesses?

    Specific facts reduce disputes and guide the level of response. Time and place help verify evidence, check cameras or logs, and protect due process.

  2. Which policy, rule, or performance standard was violated (cite the section)?

    Tying behavior to a specific rule supports consistent, unbiased action. It also helps you choose the correct document, such as the Disciplinary forms form , for recordkeeping.

  3. What prior coaching or warnings occurred, and when?

    This shows steps already taken and helps you avoid over- or under-reacting. Dates and types of coaching prove fairness and set the context for the next step.

  4. What corrective action are you imposing now, and what behavior change is expected by what date?

    Clear actions and deadlines make expectations measurable and enforceable. They also inform the employee of consequences if improvement does not occur.

  5. How will you follow up, and who will verify improvement?

    A documented check-in adds accountability and keeps momentum. Schedule the review with an Employee disciplinary action follow up form to track results.

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