One of the most essential tools of management when it comes to directing the activities of personnel is the written reprimand. First, it gets the attention of an employee who has great potential for your business but who needs to shape up. Many times a written reprimand will get the employee’s attention in a way that mere words cannot.

This reprimand, except in the most severe of cases, should not, however, be the first step in correcting an employee’s behavior. Verbal warnings come first. The number of these verbal warnings depends on the severity of the problem and your lenience. Note, though, you must document the verbal warnings in the employee’s personnel file. If the matter becomes more serious, you will need this data. The written reprimand should mention the verbal warnings that preceded it.

How to Create a Written Reprimand

What should go into the written reprimand? Obviously, it needs to be clear and to the point. Plainly state what behaviors you are reprimanding. It should include a signature line for the employee to sign proving the employee saw it. There must be no question the employee involved does not understand the nature of the reprimand and the consequences if he or she repeats the behavior. Take your time composing the letter of reprimand; you should never write one "on the fly" or in the heat of anger.

How should you present the written reprimand to the employee? Clearly you should do this in private, giving the employee opportunity to vent his or her feelings. In no instance, should you discuss it with other employees. Be prepared to listen to the employee’s response to the reprimand. It may not be the contrite attitude you would wish; the employee may respond in anger. Also be prepared for a sudden resignation. In that event, you need to be ready to follow good procedures for termination. In the heat of such a moment, you cannot afford to neglect important items like collecting any keys or business property in the employee’s possession.

If the written reprimand does not change the employee’s behavior, you can use it as documentation. It proves you made substantial efforts to correct an unacceptable situation. Such documentation will be invaluable if the employee files a labor dispute claim against the business. However, always consider this type of reprimand as a tool for improvement first rather than a means of ridding your business of a difficult employee.

Helpful hints on how to use written reprimands as part of termination