To avoid misunderstandings and encourage compliance going forward, your employee or student discipline letter must be precise and straightforward. Follow the steps below to create a well-organized letter that effectively communicates with the recipient.
State the reason for the letter
The beginning of the letter should inform the individual of the specific actions that resulted in the letter. List the specific offenses here and, if applicable, inform the individual how you determined him to be in violation of specific rules.
Explain why his actions are unacceptable
Refer to the particular section of the handbook or code of ethics that explains why he is being disciplined. If the letter is the result of less than standard output, firmly reiterate the performance that is expected of individuals within the organization and why it must be met.
Give the consequences of his behavior
Firmly communicate a warning, or inform the individual of any punishments or suspensions resulting from his behavior. List previous incidents, if necessary, and be sure to explain the consequences that future violations may bring.
Close the letter in a respectful and professional tone that elicits a peaceful response and allows the recipient to provide feedback. Refer him to the appropriate department to address any questions or concerns he may have in regards to the disciplinary letter.