Facts About Disciplinary procedure Forms – And Why They Matter
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Facts About Disciplinary Procedure Forms – And Why They Matter

January 25, 2023
HR Toolkit
Disciplinary Procedure Form

An employee disciplinary procedure form is designed to inform an Employee whose actions are not in a disciplined manner. As a result of the disciplinary procedure form, the employer can take action against the employee.  Sometimes it may happen that every employee doesn’t take it in a good way, so the corrective action defined in this form will generally be unpleasant to the utmost workers. So it would be considered to make the wise disciplinary procedure form template and standardize it to keep in professional action.

A correctional procedure sets professional prospects for employees and the entire company. This composition outlines the factors of a disciplinary procedure form, when to use one, and how to write one. So here is the brief info, lets deep dive into it.

What’s A Disciplinary Procedure Form?

An employee disciplinary procedure form informs an existent of their incapability to meet some prospects of the company that will be taken as acting as the result. Upon completion, these documents are generally stored in the training and development phase.

These kinds of forms document violations and insure professional relations during disciplinary procedures. If the disciplinary actions are not followed correctly it results – in termination as well.

HR Document

Why Do You Need A Disciplinary Procedure Form?

Depending on the behaviour, your first warning may have been a verbal warning of some kind. But if the action is serious enough, or if a less-serious contravention occurs again, it’s a good idea to fill out a Disciplinary Procedure Form.

There are mostly 2 reasons for this:

  1. When the verbal warning is usually ignored.
  2. The information on the form may be used during legal proceedings.

In both of these cases, counting on your memory is unwise, and you can indeed have to take action if it is done again and again. After one verbal warning, or right down if the violation is serious enough, form everything in jotting and presenting it to the employee. This helps him or she begin to see the significance of changing his or her actions.

When To Use An Employee Disciplinary Procedure Form?

An employee disciplinary form should be used when there’s a professional gesture to check the actions of an employee.

In utmost cases, disciplinary forms are issued after a verbal warning for the same.

Actions To Take Disciplinary Procedure Is Taken For

Actions To Take Disciplinary Procedure Is Taken For  

  • Violation of company policy
  • Unhappy behaviour
  • Safety and security violation
  • Poor Performance or quality issue
  • Late coming
  • Procedure violation

A disciplinary procedure form is designed to be used to inform an employee that he or she has violated a policy or anticipation established by his employer. This is one of the professional warnings and after this, they can take action on employees’ actions.

Step By Step Process For Disciplinary Procedure Form

Before you consider the process of disciplinary procedure form, you need to know step by step process.

  • Advance Verbal Warning

Once the HR manager or employer or any senior authority notice any violation, nondisciplinary behaviour, or lack of performance; just like the “Yellow card”, a verbal warning is necessary from them.

Communication should encompass suggested styles to take action along with the procedures in question.

  • Written Notice In Form Or Letter

Once the employee commits an alternate violation the employee will get the written notice in form or letter. At that time – disciplinary procedure form sample is used. The written notice should give details of the unhappy behaviour, actions that will be taken in the future, and the reason for that. 

  • Constitutes With An Employee Review

It is absolutely company policy, after giving verbal and written warnings of unhappy reviews may be conducted of the employee. All former history of company enterprises or violations should be proved and the employee should be notified of the coming practicable way that may be taken by the director or company.

What Information Should Be Included On A Disciplinary Procedure Form?

This information should be included in this form:

  • Employee Information ( Id, Name, Date Of Notice Given, Administrator)
  • Employer’s Statement Of Events.
  • Violation Details ( Action Date, Time, And Place)
  • Violation Type ( Rudeness, Late Coming Etc)
  • Judicial Action ( What To Pay, Reduction, Termination Etc)
  • Former Warning ( Date And Whether Verbal)
  • Administrator’s Statement Of Events

Every disciplinary procedure form should have this introductory section in this general order.

Other sections can be added as per necessity, but these sections should always be present. You use them to create the perfect disciplinary procedure form sample with a brief history of the employee’s action.

You can download the Disciplinary procedure Form UBS HR toolkit.

Disciplinary Procedure Form

Note: This letter will be useful to you! You can edit it, as your needs and requirements.

How To Fill Out A Disciplinary Procedure Form?

In this section, we will give you a step-by-step process for filling out a disciplinary procedure form. One important thing to flashback as you fill in the information is to always keep the language professional.

Please note, we’re giving these instructions as a disciplinary procedure form template included in this composition. Specific instructions for your form may differ. Also, it’s important to fill in all blanks with a suggestion that you have not forgotten this information.

These are the instructions.

Employee Information:

  1. On the line labeled “Employee, ” fill in the employee’s full name.
  2. On the label of the date, enter the date the notice is written and delivered.
  3. Add the department in which the employee works.
  4. Write the name of the project manager or senior.

Violation Type:

  1. Check to mark the type of violation.
  2. Still, be sure to describe the type in the blank pronounced “Other ”, If the violation isn’t listed.

Violation Details

  1. Add the date and time the violation passed.
  2. In the “place of Violation ” blank, document the specific position where the contravention took place. This may feel spare, but it can be useful in the event of legal proceedings.

Employer’s Statement of Events

Describes in professional language what you witnessed when the violation passed. 

Employee’s Statement of Events

Allows the employee to describe what happened from his perspective.

Judicial Action Recommended Or Taken

  1. Report whether the disciplinary procedure should be taken. List the judicial action in this section.
  2. Include the employee and person name that approved the discipline.
  3. Date of the decision taken. 

Warning Information

  1. Indicate the date of former warnings.
  2. Check to mark the type of warning.

The final step in this process is to submit the disciplinary procedure form to the applicable person or department within your business.

The Bottom Line Is,

You can automate these things by adding policies in the office system. UBS has all types of warning letters and forms, you can directly download them from that and just pass them through your company.

You can get the automated system and make all the HR processes hassle-free, improve productivity and raise growth with UBS HRMS software.

HR Processes

Alpesh Vaghasiya

Alpesh Vaghasiya

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