18 Free Employee Disciplinary Action Forms (MS Word)

18 Free Employee Disciplinary Action Forms (MS Word)

There will always be a few employees within a business, company, or organization that break the rules or fail to follow company policy. The discretion could be minor or serious enough to warrant a dismissal. As a manager or employer, how do you broach the subject of misconduct with your employees? Do you call them into your office and berate them or shoot them a text? None of the above. The professional and courteous move is to send them a disciplinary action form.

Disciplinary action forms keep the whole interaction professional while providing a paper trail for evidence and future reference. Let’s review these documents:

What Is an Employee Disciplinary Action Form?

An Employee Disciplinary Action Form is a formal document that notifies an employee of their action that is contrary to company policy or expectations. It usually describes a punitive action that some employees will not appreciate, so there is a need to be both considerate and professional but firm. In case the matter escalates into a dismissal, this form will also serve as key evidence.

Employee Disciplinary Action Form Templates & Examples

Disciplinary Action Form #01

Disciplinary Action Form #02

Disciplinary Action Form #03

Disciplinary Action Form #04

Disciplinary Action Form #05

Disciplinary Action Form #06

Corrective or Disciplinary Action Form

Criminal HistoryDisciplinary Action Form


Disciplinary Action Incident Report

Discipline Documentation Form

Employee Disciplinary Action Form #01




Progressive Disciplinary Action Form

Progressive Discipline Sample Warning Form

Record of Disciplinary Action

    Purpose of Disciplinary Action Form

    The main purpose of sending a disciplinary action form is to address employee behavior. However, this document also has other uses. You could send this letter for the purposes of:

    Future Reference

    The kind of disciplinary action form you send will depend on the nature and severity of the employee’s actions as well as the number of times they have done it. Sending and saving a disciplinary action form helps create a database of employee conduct so you can refer to it every time you need to write another form and determine your next course of action.Documenting Employee Behavior

    Every company has policies about dealing with employee behavior in the workplace, especially if the problem caused needs to be rectified. Disciplinary action forms record the steps taken to rectify a given problem, creating a useful resource for when something similar happens in the future.

    Emphasizing Procedural Consistency and Equality

    The actions taken to address employee misconduct should be consistent for all the employees in a company. By documenting these actions, you can have proof that your policies are not discriminatory.

    When to Use an Employee Disciplinary Action Form

    You use an employee disciplinary form whenever an employee’s behavior or performance in the workplace needs improvement. This letter could address issues like:

    • Safety violations
    • Inappropriate workplace conduct
    • Quality or performance issued
    • Late arrival to work
    • Absenteeism
    • Policy or procedure violations
    • Incomplete assignments, etc.

    Essential Elements of an Employee Disciplinary Action

    A well-written Employee Disciplinary Action Form ought to cover all the details regarding the employee and the matter at hand. This means it should include the following details:

    • Disciplinary action date
    • Employee’s full and legal name.
    • Detailed description of the problem, including time, date, location, and available witnesses.
    • Employee’s comments about the issue
    • Any history relating to the current disciplinary action
    • Actions the employee must take to improve or correct the matter
    • Deadlines for preferred action
    • Additional comments from the manager or person in charge of disciplinary actions
    • Employee’s signature
    • Manager’s signature

    Types of Disciplinary Actions

    The types of disciplinary actions are actually steps in the typical disciplinary process. While some employees will correct their behavior after the initial verbal warning, others won’t and will receive all the forms in this list. Let’s take a closer look:

    Initial Verbal Warning

    When a manager or employee notices unacceptable behavior or performance from an employee, their first step will be to arrange a meeting and issue an initial verbal warning. This is especially common when the issue is not very serious and formal procedures need not be initiated. A good example is when an employee is 3 minutes late to a meeting for the first time.

    Written Warning

    If the employee continues the behavior they were warned about despite receiving an initial warning or commits an even more serious offense, the manager will issue a written warning. This document must be duplicated and one filed in the employee’s records. It should describe the misconduct in its entirety and include the employee’s signature.

    Final Warning

    The third type of disciplinary action follows the initial verbal warning and written warning and is sent if the employee still won’t comply. This warning comes with a validity period during which the employee cannot repeat the misconduct.


    Once the employee receives the final warning, they will face a disciplinary inquiry. This is a sort of meeting by company managers or executives during which the employee in question must justify their actions. If they are unable to, they might receive a notice for termination or dismissal. If the misconduct was so serious that state laws require a dismissal, the employee will not receive a notice for dismissal.

    Advantages of Using Disciplinary Action Forms

    Disciplinary action forms help maintain order within an institution by attempting to correct misconduct. Here are the advantages these documents offer your company:

    Better Employee-Management Relationships

    When you send an employee a disciplinary action form rather than dismiss them immediately, it gives them the opportunity to rectify their mistake. These forms show your employees that you are willing to give them a second chance if they change their ways or improve their performance.

    Clarity on Company Policies

    Because disciplinary action forms are issued every time an employee behaves improperly, they build a culture within the company. Employees understand how you respond to certain misconducts and what the company policies dictate if they too cross the line.


    When you employ the same procedures and send similar action forms to employees that commit the same offenses, you show your team that the management is fair and consistent and that the policies don’t discriminate. This helps maintain morale in the workplace and could even motivate your employees to modify their conduct for the better.

    Final Thoughts

    An Employee Disciplinary Action Form will come in handy every time an employee behaves contrary to company policy or expectation. This document and the process in which it is central are crucial to the success of your company because the conduct of one or a few employees could affect team morale. It could also sour the work environment, lead to lower performance, and lower your returns. That said, remember to have a conversation with your employee before sending them this form.