Any organization has policies on different aspects pertaining to office actuations. Part of a newly hired employee’s company orientation is the presentation of company house rules. All companies have policies on absenteeism, tardiness, proper office decorum, among others.

It is a requirement, with Human Resources Department taking the lead, to keep track of every employee’s performance record. This is considered as one of the basis for an employee’s promotion or termination. The immediate superior is tasked to document employee reprimands. As a supervisor, you monitor your subordinate’s performance and there are times that you will need to correct their behavior. Employees are given notification or citation of a wrongdoing. There are offenses that are considered cumulative; first offense – written warning, second offense – 3-day suspension, and so forth. The reprimand must indicate the signatures of both the recipient and the immediate superior.

Here is a sample of a reprimand letter.

SAMPLE LETTER

MEMORANDUM

TO: Name of Employee
Position
FROM: Name of Immediate Superior
Position
DATE:
SUBJECT: Final Warning

In our previous discussion dated (indicate date), we reviewed your attendance records. Please take note that you have been issued a written warning for poor attendance record on (indicate period) and a 3-day suspension on (indicate dates). Since the suspension, you have been absent on the following occasions:

Date Reasons
_____ _________
_____ _________
_____ _________

Once again, you have exceeded the allowable number of absences in a month, warranting this last step before termination. You have been given enough time and opportunity to effect improvements on your attendance.

You are suspended for (indicate number of days) ____ days starting on (indicate date). To avoid any misunderstanding on your part about how serious this matter is, consider this your final warning. If in case you are to miss going to work, you are to notify me directly and you will not be allowed to report back to work without presenting a valid medical certificate. Any further violation of this policy will result to termination.

A copy of this final warning will be placed in your personnel file.

_______________
Name of Immediate Superior – Position
Date

I acknowledge that I have read and understood this memorandum.

______________
Name of Employee – Position
Date