In some cases, when there is a problem with an employee’s work situation or work attitude, a disciplinary action form is prepared to encourage improvement.
However, many people may be concerned that they have never had an opportunity to write such a document and do not know how to write one appropriately. We recommend one of the way is using template in that case.
In this issue, we will focus on 5 templates of disciplinary action form and how to write it for below people.
- “I want to improve an employee with a bad work attitude.”
- “I want to create appropriate a disciplinary action form.”
- “I want to know how to create them easily because I have other work to do and do not have time to devote to it.”
This article will help you understand not only the correct way and points to write a disciplinary action form, but also how to manage it properly.
Contents
What is a disciplinary action form?
A disciplinary action form is a document that gives an employee who has a problem with his/her work attitude an opportunity to improve.
It is an essential document not only to make the employee improve his/her work attitude, but also to prevent problems from a legal perspective. Not to decrease productivity and motivation of team members, you should take action to prohibit the behavior by the employee that influences negative impact in the workplace.
Today, it is common thing that many people use templates for creating disciplinary action form easily.
How to write a disciplinary action form
Here are some tips on how to write a disciplinary action form. By reviewing the following, you will be able to correctly communicate the areas you want your employees to improve.
(1) List the 5 basic items
The following five basic items are required in a business improvement instruction/warning letter.
| Basic items | Details |
|---|---|
Date | The date should be clearly indicated so that the reader can tell when the disciplinary action form was issued. |
Signature | Indicate clearly “Who issued the disciplinary action?” It should be signed by a member with personnel authority, not by the immediate supervisor. |
Stamp column | Provide a space for the seal to be affixed along with the signature. |
Items to be improved | Provide a bulleted list of tasks or attitudes that you would like the employee to improve. Do not include your impressions, but only the facts. |
Method of improvement | If you do not describe “how to improve”, it may be judged that you have not given the employee an opportunity to improve his/her work. |
Remember to include the above 5 items in the disciplinary action forms.
(2) Keep the content concise
Next, keep the contents of the disciplinary action form concise.
If the descriptions are redundant and too detailed, information may be omitted, and what you want to convey may not be conveyed correctly to the employees.
Therefore, it is necessary to write with an awareness of the 5W1H and to summarize the information concisely using bullet points in order to prevent any discrepancies in perception.
(3) Do not forget to include a receipt section
Finally, a receipt column should be included in the disciplinary action form.
If you give verbal instructions for disciplinary action, you may later be told that you did not receive such instructions. Furthermore, even if the instruction is given in writing, if there is no space for receipt, it is difficult to know whether the instruction was confirmed or not, making it difficult to see the effect of the written warning.
Thus, to avoid problems, a receipt column should be provided to document that the employee has agreed to the remedial instruction.
5 best templates for disciplinary action forms
Here are some recommended templates for disciplinary action forms. Templates are convenient because you do not have to create them from scratch.
Employee disciplinary action form by eForms
This is the simple disciplinary action form provided by eForms.
It can store the information such as type of violation and decision, and you can add items which you want.
Disciplinary action form by Legaltemplates
This disciplinary action template is provided by Legaltemplates.
Legaltemplates is the service which you can use specialized dashboard and create the original template intuitively.
Disciplinary action form by Template.lab
Here is a template of disciplinary action form provided by Template.lab
Since this template can record the information in more detail than other templates. If you want to leave any information, but do not have the time to choose from them, this template is the best choice.
Disciplinary action form for college by Template.net
This is a template of disciplinary action form specialized into college provided by Template.net.
As its extension is PDF, so you need the other PDF editor if you want to customize it. Also, since Template.net has various templates of disciplinary action form, its useful for any person to manage documents.
Disciplinary action form by Connecteam
Here is a template of disciplinary action form provided by Connecteam.
This template has the items which is not excess or insufficiency, you can use it immediately after installing. Connecteam is the groupware for collaboration with other internal members.
How to improve an employee’s work attitude?
Below is the best effective ways to improve your employees’ work and stock other information.
Effective ways to improve employees’ work attitudes are to have employees submit their own “Daily report”. If a guidance record sheet is created, a record of responses will be kept, and by writing the daily report, employees themselves can become aware of problematic behavior.
However, if the created guidance record sheets and daily reports are shared via e-mail or chat tools, they can get buried in other messages and be difficult to find. In addition, paper documents are at risk of being lost, and information cannot be checked if the paper is not at hand.
It is recommended that work improvement instructions, daily reports, and instruction record sheets be managed by IT tools. Therefore, it is essential to have a tool Stock that has a “Note” to store all kinds of information and allows chatting information connected to the notebook.
“Note” of Stock can be categorized in “Folder” and documents can be grouped by employee or by content. Also, each folder can have access permissions applied to it, so there is no need to worry about anyone but certain members of the team being able to see it.
Stock| The easiest tool to manage your team’s information easily
The simplest tool to stock information "Stock"
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Stock is the simplest tool to stock information. Stock solves the problem, "there is no easy way to stock information within the company".
With Stock, anyone can easily store all kinds of information, including text information such as requirements, images, and files, using the Note feature.
In addition, by using the "Task" and "Message" functions, you can communicate with each topic described in the Note, so that information is not dispersed here and there and work can always be carried out in an organized manner.
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- A tool for companies that are not familiar with ITYou don't need to have any IT expertise to get started.
- Simple and usable by anyoneStock is so simple that anyone can use it without any unnecessary features.
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3 key points for writing disciplinary action form
Below are some key points to consider when writing a disciplinary action form. This is a must to prevent problems with employees.
Do not confuse fact with opinion
First, do not confuse facts with opinions.
For example, confusing “fact” with “opinion” can cause a gap in perception. Therefore, to avoid unnecessary trouble and misunderstandings, be sure to state the facts plainly in the business improvement instructions.
Avoid ambiguous phrases
The next key is to avoid ambiguous phrases.
In a disciplinary action form, there should be no gaps in understanding, so it is important to describe the information from the perspective of “would it be interpreted the same way by anyone who sees it?” However, be careful not to use coercive language, as this can cause employees to distrust you.
In other words, it should be written in such a way that it can be translated into concrete actions, rather than “I do not know what or how to improve instructions”.
Managing with IT Tools
Finally, use IT tools to manage created disciplinary action form.
If you manage them on paper, you may lose track of what information is where or lose it. Therefore, if you scan them into data, you can avoid the risk of loss.
However, if you store files on an internal server, you will have to search for where the desired information is located. Therefore, a tool like Stock, which allows you to access all company information with a few simple operations, is the best choice.
Summary of how to write disciplinary action form and best templates
We have focused on how to write a disciplinary action form, 5 templates, and key points.
Since it is troublesome to create a work improvement instruction from scratch, you can use Word or Excel templates. However, managing them on an internal server is inconvenient because it can be troublesome to locate the files, or they can be buried when shared via e-mail.
Therefore, introduce a tool which can stock all kinds of information so that it does not flow. With a note-type tool, you can not only attach files, but also manage supplementary information, so you can avoid the situation where you cannot find the desired data.
In conclusion, your company should choose to implement Stock, which can easily share and manage information even for employees in non-IT companies. Currently, more than 240,000 companies, have introduced “Stock” to realize efficient file sharing.
Free registration takes only 1 minute, so using Stock and make managing information stress-free for everyone.
