Companies have office house rules and regulations that are implemented. This house rules presentation is often part of the company orientation for each new hire. This is to create awareness for all employees on the different company policies and regulations implemented. The company requires all employees to observe these house rules at all times to ensure the smooth flow of their daily operations.

As the immediate superior, you are usually the bearer of good and bad news to your subordinates. You are the one who monitors your employee’s performance and give them reprimands or warnings when necessary.

To reprimand an employee for breach of policy needs to be undertaken with utmost care. It has to be objective. It needs to focus on the employees’ actions not on the employees themselves.

Find below a sample of a letter of reprimand:

SAMPLE LETTER

MEMORANDUM

TO: Name of Employee
Position
FROM: Name of Immediate Superior
Position
DATE:
SUBJECT: Written Reprimand for (state policy violation)

You have failed to report your absence from work yesterday. (Cite specific company policy that was violated.) Company policy states that you need to notify your immediate supervisor of your absence at least two hours before your tour of duty. Failure to do so would mean that an employee will be declared AWOL (Absent without Leave).

Please note that this is not the first time you incurred this particular offense. On several occasions, we had formal discussions regarding this policy. (List previous dates and details of counseling sessions.) I have not seen improvements from you despite repeated counseling sessions. I am giving you this Written Reprimand for violation of (state company policy.)

You are a vital part of the department. There are client requirements that our department need to achieve. The company relies on our department, and you as front line Customer Service Representative, are expected to deliver what the client needs.

With this memorandum, I expect you to make this as a serious matter. Further violation will merit further action and might lead to termination from this company.

__________
Name of Immediate Superior – Position
Date

Affixing my signature denotes my acknowledgement and understanding of this memorandum.

_____________
Name of Employee – Position
Date