Structure for Corrective Action Letter
1. Indicate level of discipline: oral warning, written warning, etc
2. Cause: Reason for discipline
3. Rule: Policy or instruction that was violated. In some cases, no rule is available. For example,
there may not be a rule that prohibits sleeping on the job. However, it may be a disruption to
the workplace. In this case, no citation of a rule is necessary.
4. Facts: Summary of facts (dates, witnesses, any other evidence)
5. History: List of other corrective action, documentation, and evaluations that support level of
discipline. Please check the collective bargaining agreement to determine the allowable length
of history to be considered for disciplinary action.
6. Standard language: Feel free to cut and paste from example.
Important Notes:
With the exception of extreme cases (as determined by the employer), progressive action should be
considered. Progressive action includes: oral warning, written warning, suspension without pay, and
discharge. Please note that oral warnings should be documented to ensure that all parties are aware
that an oral warning has taken place. In all cases, corrective action is advised to be commensurate with
offense. If discipline is for a union employee, please review union contract to ensure that discipline is
consistent with provisions with collective bargaining agreement.
Prior to issuing corrective action, it is advised to review the Seven Tests of Just Cause available on the HR
website. For a printed copy, please contact Jesse Perez, Director of Employee and Labor Relations, at
815-753-5057.
Other Tips:
The effort in a disciplinary action is to identify and correct the behavior of an employee. The tone of
the letter should be straight forward with a list of facts that can be supported with evidence. In
addition, it should be free from language that may be considered intimidating or harmful.
Words to avoid include: failure, unfortunately, disappointment, regret, disobey, nonsense, - and other
words that may be negative in nature. The use of the above words can instill lengthy contempt against
the manager by their employee and put the manager at risk of a harassment complaint. Also, avoid
using words in all CAPS and also avoid using exclamation points - it can give the appearance that the
sender is shouting at the recipient.
Staying with the facts may prevent an employee from becoming disgruntled and also avoid giving an
employee a basis to claim that they are being bullied by their manager.
Lastly, in an effort to go green, a scanned copy can be emailed to me at jperez1@niu.edu. Please avoid
sending a paper copy if possible.
****** NOTE: fill in underlined areas / Explanation is in caps ******
CONFIDENTIAL MEMORANDUM
To:
Employee Name
Title
From: Issuing Supervisor
Title
Date:
Date
RE:
Corrective Action
This memorandum is sent as a notice of [LEVEL OF DISCPLINE] suspension without pay for three days for
[CAUSE] disruption to the workplace by [POLICY OR INSTRUCTION THAT WAS VIOLATED OR INCLUDE
NATURE OF OFFENSE IF NO POLICY OR DIRECTIVE WAS STATED] noncompliance with instructions and
pattern of disruptive behavior.
[STATE FACTS- AVOID OPINIONS AND COMMENTARY] On December 1, 2012, at the beginning of the
shift at noon, I met with the cleaning crew with a list of areas to be vacuumed. At 4:00 pm, I reviewed
the areas and discovered that your area had not been vacuumed as instructed. When I went to your
janitor’s closet, I found that you were asleep.
[LIST OTHER ISSUES WITHIN PREVIOUS YEARS FROM RECENT VIOLATION – IF FOR A UNION EMPLOYEE,
ADHERE TO TIME LIMITATIONS IN COLLECTIVE BARGAINING AGREEMENT] Over the past few months,
we have discussed your pattern of behavior that has needed attention, which includes:
September 1, 2012, did not follow the proper call in procedure and arrived 2 hours late
October 5, 2012, could not be found for two hours, in which you were scheduled to work
November 6, 2012, surfing the web in an office instead of completing work tasks as assigned
After each of the above instances, it was documented and discussed with you. As a result of the
disruptive behavior in the workplace, a three day suspension without pay is recommended.
[STANDARD LANGUAGE] Future issues may result in additional corrective action up to and including
separation from employment. To request a hearing on this matter, please contact Jesse Perez, Human
Resource Services Director of Labor Relations, at 753-5057 within 3 business days from receipt of this
notice. If no hearing is requested, we will begin scheduling the corrective action. A copy of this notice
will be included in your personnel file and will be reflected on your annual evaluation. If there are
questions or concerns on how the management can help strengthen these areas, please feel free to
contact me at 753-xxxx.
[NOTE: EMPLOYEE DOES NOT HAVE TO SIGN NOTICE. IT IS HIGHLY RECOMMENDED THAT SUPERVISOR
EITHER EMAIL NOTICE OR HAVE A WITNESS AVAILABLE TO CONFIRM THAT NOTICE WAS PROVIDED]
CC:
Appropriate Management
Jesse Perez, Director of Employee and Labor Relations
HRS, Personnel File
Union (if member of bargaining unit)