Employee discipline requires HR to handle matters professionally, sensitively, and as fairly and objectively as possible. A well-developed employee discipline form can ensure fairness and compliance with legal standards, and using a standard template to create this form can help you maintain consistency throughout the disciplinary process.
This article explains why an employee discipline form is essential, what to include in one, and how to take disciplinary action without eroding staff morale. It also offers a free, customizable template you can use to create an employee discipline form to suit your organization’s needs.
Contents
What is an employee discipline form?
Why use an employee discipline form template?
What to include in an employee discipline form
Free employee discipline form template
3 disciplinary write-up examples
What is an employee discipline form?
An employee discipline form is a formal written report that informs an employee that they are not meeting their employer’s expectations or following the company’s policies.
The purpose of an employee disciplinary action form is threefold:
- To officially document the issue and ensure all employees are treated equally
- To communicate the employer’s expectations regarding the employee’s behavior or performance going forward, and the consequences of not meeting those expectations
- To protect the company legally and comply with local labor laws.
In a progressive discipline process, a written warning usually follows a verbal one if the employee’s behavior or issues mentioned in the latter persist.
How can HR document disciplinary actions to protect the company from legal risks?
HR should follow a structured approach to documenting disciplinary actions to reduce legal risks. Focus on facts only, and avoid vague, biased, or emotional language.
It’s also essential to document everything — including timelines, discussions, and any prior warnings. Records should include the employee’s acknowledgement of the action, ideally with a signature. If the employee refuses to sign, note their objection in writing. This shows you’ve informed the employee, even if they disagree with the process.
AIHR Subject Matter Expert, Wihan de Wet, says, “Disciplinary conversations can often lead to further action and at times, can be very lengthy. That’s why it’s essential to document as much as possible — this includes meeting notes, email communications, official letters, and even instant messages on platforms like Teams or Slack.”
Additionally, managers should be trained to follow the disciplinary process correctly and to use the employee discipline form as intended. Finally, all documentation should be organized and stored securely to comply with company policies and employment laws.
Why use an employee discipline form template?
An employee discipline form template provides several advantages:
- Saves time and ensures consistency: A standardized template helps managers and HR maintain consistency across all cases. This also helps reduce the time spent drafting documents from scratch.
- Minimizes bias: A template enables consistency in documentation, making it easier to ensure every employee receives fair, equal treatment throughout the disciplinary process.
- Covers all critical details: Templates help both HR and managers ensure they include all required information. This minimizes the risk of errors or omissions, preventing you from having to spend time fixing them.
- Simplifies the process: Templates can guide new managers through the disciplinary process and make it easier to follow company procedures — especially when paired with a progressive discipline policy.
- Strengthens legal protection: A properly completed template creates a clear, factual record you can use to demonstrate compliance with labor laws and defend the company in case of disputes.
- Improves communication: Templates help you explain disciplinary actions clearly, helping staff understand issues, expectations for improvement, and the consequences of not addressing the problem.
How to determine whether to give a verbal or written warning — or a suspension
HR must decide the appropriate level of disciplinary action depending on the situation. Here’s how actions are typically applied:
Verbal warning
An informal verbal warning addresses first-time or minor offenses and is usually issued by the employee’s manager or supervisor. Despite this warning being informal, HR typically still documents it. Examples of behavior that warrant a verbal warning include repeated tardiness without informing the manager and delivering substandard or incomplete work.
Written warning
This warning comes in the form of a written document that informs the employee formally of serious concerns or recurring issues. It may also include the possible consequences of continued offenses. Constant tardiness, repeatedly missing deadlines, and disregarding safety protocols are examples of actions that may result in a written warning.
Final warning or suspension
If problems persist after the two previous notices, a final warning or even temporary suspension may be necessary. Examples of behavior that merit this step include frequent absenteeism, constant failure to fulfill responsibilities, and non-compliance with company policies. This should be the last step before a possible termination, and provide a timeline for corrective action.
Termination
If all else fails, termination may be necessary. Examples of situations that may lead to termination include anti-social, prejudiced behavior (e.g., racism or sexual harassment), ongoing insubordination, or being drunk at work. Before terminating an employee, document all previous actions and warnings, and ensure the termination aligns with legal and policy standards.
What to include in an employee discipline form
Below is a brief, non-exhaustive checklist to help you determine what to include in your employee discipline form:
- ✔️ The employee’s name, department, manager’s name, and a summary of their responsibilities
- ✔️ The date, time, and location of the incident
- ✔️ A description of the issue (facts only, no opinions)
- ✔️ The type of rule or policy the employee has violated
- ✔️ The type of disciplinary action recommended (e.g., a written warning, suspension, PIP, loss of privileges, etc.)
- ✔️ Previous warning(s), disciplinary actions(s), and related incident(s)
- ✔️ Expectations going forward and consequences if these are not met
- ✔️ Signature fields for the employee, manager, and HR acknowledgement.
Master employee discipline to benefit both staff and the company
To ensure employee discipline drives growth and protects your organization, you must use a clear, consistent process backed by well-documented forms and fair communication.
✅ Learn about strategies you can use to become an effective communicator
✅ Handle challenging conversations and use them to build trust with employees
✅ Learn to identify signs of conflict and apply progressive discipline strategies
✅ Discover the six stages of a feedback session and how to give actionable feedback.
Learn at your own pace with the online HR Generalist Certificate Program.
Free employee discipline form template
AIHR has created a free template to serve as a starting point for developing your company’s employee discipline form. The form is fully customizable, so you can alter it to support your organization’s employee discipline process. Download it below.
What’s the best way to communicate discipline without damaging employee morale?
Here are some HR tips for how to write up an employee and communicate this to them without damaging their morale:
- Hold the conversation in private, and be sure to stay calm throughout
- Start with the facts — be clear and direct but also respectful
- Show concern for the employee and emphasize improvement, not punishment
- Explain the next steps clearly and present a reasonable timeline to achieve them
- Give the employee enough space and time to respond; don’t interrupt them
- Always focus on behaviors and outcomes, not on the employee’s character
- Remind the employee they can contact you if needed, and offer any necessary support.
Always start the conversations by setting the scene, and making sure the employee knows why they are there and what to expect from the conversation. Then, go into listening mode — provide the employee enough time to share their feelings and thoughts. This will make them feel heard and more receptive to feedback. Remember, as HR, we must stay impartial and consider all sides of the situation.
Continuous performance management can help minimize the need for disciplinary action. It helps managers identify and address potential issues early, and effectively manage underperforming employees. Even disciplinary action may not surprise the employee, as their manager would already have mentioned it during one of their regular catch-ups.
3 disciplinary write-up examples
Below are three examples of how to write up an employee, based on situations you may encounter that might warrant a disciplinary write-up:
Example 1: Write-up for employee absenteeism
Example 2: Write-up for failure to meet deadlines
Example 3: Write-up for insubordination
To sum up
Employee discipline isn’t just about correcting negative behavior — it’s about creating a fair, consistent, and respectful process that protects the organization and supports employee growth. A clear employee discipline form, along with thoughtful communication and thorough documentation, ensures everyone involved understands expectations.
It also reduces confusion, prevents future issues, and reinforces the company’s commitment to accountability and transparency. Whether it’s addressing absenteeism, missed deadlines, or insubordination, the goal isn’t just to correct but also to coach and guide. With the right tools and approach, discipline becomes part of a healthy workplace culture, not a disruption to it.
