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Letter of Reprimand Template

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Created by:

​[Supervisor.FirstName][Supervisor.LastName] ​[Supervisor.Company]​

Prepared for:

​[Employee.FirstName][Employee.LastName] ​[Employee.Company]​

​[Employee.FirstName][Employee.LastName]​

​[Employee.StreetAddress][Employee.City][Employee.State][Employee.PostalCode]​

​[Supervisor.FirstName][Supervisor.LastName]​

​[Supervisor.StreetAddress][Supervisor.City][Supervisor.PostalCode]​

What is a letter of reprimand? A letter of reprimand is a formal disciplinary action that constitutes a written warning concerning an employee’s work performance to be recorded with human resources and placed in the employee’s personal file.

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A letter of reprimand closely mimics a corporate memo, beginning with fields that include the employee’s name and job title, the supervisor or HR representative issuing the letter, as well as the current date.

This is an official written reprimand for your failure to perform the functions of your position appropriately, which has led to a violation of confidentiality rights. Revealing information that was shared with you in confidence by one employee, to other employees (reveals this same knowledge about them) is not appropriate behavior.

Remember that this is a formal human resorces document. Make sure it’s printed on official company letterhead!

Even if the employee had not specified that this information was confidential, discussing it with another employee is a failure on your part to perform your expected management role. The severity of this action warrants disciplinary action which could lead to you being terminated from employment.

If the employee is guilty of multiple offenses, you don’t need to issue multiple letters of reprimand. Instead, organize the individual offenses using bullet points.

You were previously reprimanded for revealing confidential information to an employee, and you will now be receiving a written letter of reprimand as a reminder. In this letter, I am reminding you of the importance of safeguarding any confidential information that your role requires.

As an employee that has been entrusted with management responsibilities, you are expected to exercise your dependable good judgment. The future of this business relies on the diligence you demonstrate in carrying out your duties.

If we find out you violate our confidence in your ability to carry out any of your expected managerial roles, there will be additional disciplinary action up to and including the possibility of terminating your employment.

A copy of this reprimand will be placed into your official personnel file.

You will want to email the employee a copy pf the letter of reprimand, as well as present a physical copy in person, typically in a brief meeting with both the employee and the company’s HR representative.

Sincerely,

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​[Supervisor.FirstName][Supervisor.LastName] ​[Supervisor.Title]​

Signature

MM / DD / YYYY

Acknowledgment of receipt:

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I, [Employee.FirstName][Employee.LastName], acknowledge receipt of this letter of reprimand. I understand that a copy of this reprimand will be placed in my official personnel file and that I have the right to attach a written rebuttal to the original letter of reprimand.

Signature

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​[Employee.FirstName][Employee.LastName] ​[Employee.Title]​

Signature

MM / DD / YYYY

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Letter of Reprimand FAQ

  • A reprimand letter is a written warning from a superior to a subordinate. It states that the recipient’s work performance or behaviour was subpar. It usually is punishment in itself, no other measures (e.g. demotion or salary reduction) follow it.

  • A manager, team leader, or other person with direct reports can issue letters of reprimand. They are intended to stop unproductive or unprofessional behaviour without resorting to more severe measures. Letters of reprimand are usually attached to the employee’s personal file and can be used to monitor whether their performance improved or declined.

  • When you get a letter of reprimand, it is a clear sign that the superiors aren’t satisfied with your work or behavior. It will likely be attached to your employee file. However, it is unlikely to be followed by more sanctions, unless the patterns that created the letter continue.

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Letter of Reprimand Template

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A letter of reprimand is an official document that is given to employees to stop undesirable behavior in the workspace. It is also known as a warning letter, that effectively communicates to an employee that they should improve their actions at work.

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