Drafting Warnings

1. HRMT 4115 David Harvey
Progressive Discipline: Draft Warnings & Termination
All discipline MUST include at least the following
1. A clear statement of wrongdoing.
2. A statement of expected future behaviour i.e. how to do it right
3. A warning that future bad behaviour will result in further disciplinary action.
NOTES:
1. The record of an employee may include several different offences and each of
those forms part of the record for progressive discipline i.e. offences do NOT
have to be related for the company to increase the penalty.
2. Supervisors commonly keep notes about their disciplinary conversations that DO
NOT go into the p-file. They keep these securely locked in their desk. Such
notes include the date, time, location, what the supervisor said and what the
employee said.
3. For serious offences the company does NOT have to start with a verbal
warning. Rather the penalty would “fit the crime”. People are commonly
terminated without warning for serious offences such as: theft, fighting etc.
4. For minor offences such as lateness (for example as per the drafts below) it is
quite common for there to be several suspensions prior to termination. My own
practice after a written warning was to start with a 1-day suspension. If that
didn’t work then go to a 1-week suspension and if that failed then a 1-month
suspension before termination.
5. Employees must be given an opportunity to explain their behaviour prior to
imposing discipline. The following examples assume that there has already
been a discussion where the supervisor asked the employee to explain why
they were late.
Examples: David is repeatedly late for work
A Verbal Warning
“Jan. 10, 21XX: David you are receiving this verbal warning because you have been
repeatedly late for work in the last 2 weeks including this morning when you arrived 30
minutes after the start of your scheduled shift. We expect that you will arrive on time for
every shift. In the unlikely event that you are delayed for any reason you are to contact
your supervisor by phone at least 30 minutes prior to the start of the shift. Should you
be late again without the required prior notification to your supervisor further disciplinary
action will result.”

2. HRMT 4115 David Harvey
A Written Warning
“Feb. 12, 21XX: David you are receiving this written warning because you have been
repeatedly late for work in the past including this morning when you arrived 15 minutes
after the start of your scheduled shift. You received a verbal warning about this matter
on Jan. 10, 21XX and in spite of that this problem continues. We expect that you will
arrive on time for every shift. In the unlikely event that you are delayed for any reason
you are to contact your supervisor by phone at least 30 minutes prior to the start of the
shift. Should you be late again without the required prior notification to your supervisor
further disciplinary action will result. A copy of this letter will form part of your personnel
file.”
A Suspension
“Feb. 28, 21XX: David you are being suspended without pay for 1 day because you
have been repeatedly late for work in the past including this morning when you arrived
45 minutes after the start of your scheduled shift. You received a verbal warning about
this matter on Jan. 10, 21XX and a written warning on Feb. 12, 21XX. In spite of those
warnings this problem continues. We expect that you will arrive on time for every shift.
In the unlikely event that you are delayed for any reason you are to contact your
supervisor by phone at least 30 minutes prior to the start of the shift.
Your suspension without pay for 1 day will be served tomorrow, March 1, 21XX. You
will return to work on March 2, 21XX at 0830 hours and will report immediately to your
supervisor’s office on arrival.
Should be late again without the required prior notification to your supervisor further
disciplinary action, possibly including termination will result. A copy of this letter will
form part of your personnel file.”
A Termination Letter
“March 15, 21XX: David you are being terminated effective immediately because of your
continuing inability to attend work on time including this morning when you arrived 15
minutes after the start of your scheduled shift. We have repeatedly brought this matter
to your attention through progressive discipline including: a verbal warning about this
matter on Jan. 10, 21XX, a written warning on Feb. 12, 21XX, and a suspension on

3. HRMT 4115 David Harvey
March 1, 21XX. In spite of those warnings this problem continues and we have no
expectation that your behaviour will improve in the future.
A final cheque for all money owing to you will be mailed to you tomorrow. You are to
turn in your keys and company identification immediately. You will be escorted to your
desk and locker to retrieve your personal belongings and will leave the property
immediately afterwards.”