When a supervisor writes a reprimand letter to his employee, he should be precise and straightforward about the reasons for the letter. The letter should be supportive and provide encouragement for the employee to rectify the situation going forward.
The beginning of the reprimand letter should inform the employee about the specific actions that resulted in the need to write the letter. These offenses should be outlined in the opening of the letter, and if necessary, the supervisor should inform the employee how he determined the violation of the certain rules.
An explanation of why those actions are unacceptable should follow. If there is a handbook that outlines the violation of certain rules, the writer should refer to that particular section of the handbook. If the letter is because the employee has not met the necessary standard work output, the supervisor should explain why this output must be met.
A firm warning, or an outline of any suspensions and punishments, is included next. If applicable, the supervisor can list previous incidents and explain the consequences that any future incidents may bring to the employee. Close the letter professionally, and give the employee how he can receive feedback or who to contact with additional concerns.