Disciplinary Action

Start by understanding exactly what happened. Talk to the manager and anyone who witnessed the incident. Do not jump to conclusions - gather facts first. Write down dates, times, and specific behaviors. This initial fact-finding sets the foundation for everything that follows.

Dig deeper into the facts. Review any relevant documents, emails, or records. Interview witnesses separately and privately. Keep detailed notes of who said what. Your goal is to build a complete picture before taking any action.

Send a written invitation with at least 48 hours notice. Be clear about the nature of the concerns and their right to bring a colleague or representative. Keep the tone professional, not accusatory. This formal step protects both the employee and the company.

Present the concerns clearly and let the employee respond fully. Listen without interrupting. Ask clarifying questions. Take detailed notes of everything said. This is their chance to give their side - make sure they feel heard even if you disagree.

Review all the evidence and consider what the employee said. Be consistent - check how similar cases were handled before. Options range from no action to verbal warning, written warning, final warning, or dismissal. Document your reasoning clearly.

Send the employee a formal letter within 5 days of the decision. Include what happened, the action being taken, and when it takes effect. Explain what improvement you expect and by when. Keep a copy in their personnel file.

Tell the employee they can appeal the decision and how to do it. Set a clear deadline for appeals - usually 5 to 10 working days. If they appeal, have a different manager review the case. Document everything in case this goes further.