A good example of a letter of reprimand is one that communicates and documents an employee's behavior or performance thoroughly but also encourages the employee to improve in the area he was reprimanded. The letter includes the employee's name, the supervisor's name, the date of the letter, the body of the letter and a section for signatures.
A good example of the body of the letter mentions any time the employee was verbally warned about the issue and whether the letter is a follow-up to the verbal warning or an additional warning. Any company policy the employee has broken is cited, and details concerning the date, time and location of the violation are listed. If the reprimand correlates to a particular section in the employee handbook, the page and section number of the issue are referenced.
Following the citation of rules or policies, a good example includes a description of how the behavior is improved or corrected is written. If applicable, any statement about how the correction improves the work flow for the individual or team is included. The employee is also warned about the consequences he faces if the behavior is not corrected and given an appropriate amount of time to make the adjustment. A specific reference of steps the employee can take to improve is given to adequately inform the employee how to improve the situation.
The letter is printed on company letterhead and signed. Copies are made for all the parties involved, including the supervisor. The employee is informed that his signature or initials are needed to confirm that he has received and acknowledged the letter.