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Employee Reprimand Form Template

Streamline your employee management and documentation process

When an employee consistently violates company policies, addressing it can feel daunting. This employee reprimand form template helps you document issues effectively, ensuring clarity and compliance. With this customizable template, you can communicate performance expectations, outline corrective actions, and maintain records, fostering a transparent work environment. Plus, the structured format ensures WCAG-aligned labels for added accessibility. Explore how this tool can simplify your process and promote accountability in your workplace.

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Employee full name
Employee ID
Department
Job title
Supervisor or manager full name
Date of incident
Location of incident
Nature of incident
Attendance or punctuality
Performance or quality issue
Safety violation
Insubordination or disrespectful conduct
Harassment or discrimination
Policy or procedure violation
Misuse of company property or IT systems
Other
Please Specify:
Description of incident (objective, factual)
Policy or standard affected (if known)
Code of conduct
Attendance and timekeeping
Safety and PPE
Anti-harassment and EEO
IT and acceptable use
Confidentiality and data privacy
Customer service standards
None / Not applicable
Other
Please Specify:
Witnesses present
Yes
No
Prior related warnings on record
Yes
No
Type of reprimand issued
Coaching / Verbal warning
Written warning
Final written warning
Suspension (unpaid)
Performance improvement plan (PIP)
No disciplinary action
Due date for corrective actions
Corrective actions required
Attend training
Follow safety procedures
Improve attendance/punctuality
Meet performance targets
Comply with policy/procedure
Written apology
Not applicable
Other
Please Specify:
Employee acknowledgement of receiving this reprimand
Strongly disagree
Disagree
Neither
Agree
Strongly agree
Employee comments or response
Employee refused to sign
Yes
No
Employee signature (type full legal name)
Date signed by employee
Manager or supervisor signature (type full legal name)
Date signed by manager or supervisor
HR representative signature (type full legal name)
Date signed by HR representative
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Paper art illustration featuring an employee reprimand form on a desk with a pen and office supplies

When to use this form

Use this form when an employee breaks policy, misses deadlines, shows repeated tardiness, or disregards safety rules. It helps managers document facts, set expectations, and outline next steps so HR can apply consistent standards. Common cases: performance dips after coaching, disrespectful conduct, customer complaints, or a no-call/no-show. If behavior persists after an informal conversation, pair this with a Verbal warning form. For more serious issues, such as harassment or security breaches, escalate with a Disciplinary action form. You will capture incident details, prior steps, and required improvements, which supports fair decisions, protects your company, and gives the employee a clear path to get back on track.

Must Ask Employee Reprimand Questions

  1. What specific policy, rule, or performance expectation was violated?

    Linking the incident to a clear standard reduces bias and confusion. It also helps you cite the correct policy and choose proportionate action.

  2. When did the incident occur (date, time, location) and who witnessed it?

    Time-stamped facts support accurate investigation. Witness details provide corroboration if the issue is disputed.

  3. What prior coaching, warnings, or training have you provided?

    Documenting progressive steps shows you acted fairly and gave the employee a chance to improve. This context guides whether to escalate or provide support.

  4. What is the employee's response or explanation?

    Recording their perspective shows due process and can reveal root causes like unclear instructions. It also informs whether training, resources, or discipline is the best next step.

  5. What corrective actions, deadlines, and consequences will apply if expectations are not met?

    Clear terms create accountability and measurable follow-up. You can schedule review dates and track progress alongside an Employee disciplinary action follow up form.

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