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Question: What exactly should we put into a confirmation letter after we have imposed a sanction on an employee following a formal disciplinary hearing?
HR Tip: You should leave the employee in no doubt as to his or her situation. Therefore you must include:
- The problem that gave rise to the discipline
- Your decision
- The type of warning you are giving, for example formal, final
- The change of behaviour required
- What will happen if the change is not forthcoming, for example further disciplinary action that could lead to dismissal
- For how long the warning will remain valid
- What to do if the employee wishes to appeal.
If appropriate you might also add:
- Details of any support that is available to help the employee improve
- A timetable of performance or behaviour reviews
- Some comment about the more acceptable aspects of the employee's behaviour to indicate that you are addressing one aspect, and not attacking the whole perso
- An expression of hope that they will improve
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