Disciplinary Suspension Memo Format

We recommend that you contact your Organizational Consultant for review of this letter to assure conformance with University policy and process.

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Date To Be Issued
Employee's Name (Do not address to Human Resources or Employee File)
Employee's Title:
Supervisor's Name:
Supervisor's Title:

State that the employee is being placed on disciplinary suspension without pay and give the reason for the action and quote the rule of conduct violated. List the beginning and end dates (UP TO 30 CALENDAR DAYS) as well as the date the employee is expected to return to work.

For example:

"You are being placed on disciplinary suspension without pay as a result of your disruptive and abusive conduct. This is in violation of Classified Staff Policy #401.0, Rules of Conduct:

  1. Discourtesy toward others (i.e., failure to work harmoniously with coworkers or serve the public with courtesy.)
  2. Hindering or limiting normal operations or interfering with another employee's work.
  3. Committing or threatening to commit physical or verbal abuse of others.

Your suspension will begin on [date] and end on [date]. You are expected to return to work on [date]."


State the facts, give examples, list witnesses, provide dates, etc., that verify the substandard behavior. Explain the impact of such behavior on the work environment.

For example:

"On [date], you yelled at a colleague and used profane and abusive language toward him/her. Your actions were intimidating and disruptive and negatively impacted operations."


Describe any additional information that the employee provided in the pre-suspension meeting, any additional investigation that may have resulted, and any conclusions that were drawn from the additional information.

For example:

"During the pre-suspension meeting I held with you on [date], you did not provide any information that causes me to revise my initial consideration of disciplinary suspension."


Describe any previous problems and corrective actions that are relevant to the current problem.

For example:

"I have discussed your behavior with you previously. You were given a written warning on [date]. I have also discussed your behavior with you on your most recent performance appraisal of [date], where you received a "did not meet requirements" rating for communication and cooperation."


Give the behavior and/or performance that must be achieved to be considered satisfactory. State outcomes to the extent possible with specific actions detailed only as necessary. Also, state that once the improved level of performance/behavior is achieved, it must be maintained.

For example:

"Upon your return, you must correct your unsatisfactory behavior immediately. In order for you to preserve your position you must work harmoniously with your co-workers and serve our clients courteously."


Always include a statement in this section, which indicates the consequences of non-compliance and that failure to return to work on the date specified will result in discharge.

For example:

"Failure to adhere to the conditions of this disciplinary suspension, development of new or related problems, continued inappropriate behavior and/or failure to return to work on [date] will lead to your discharge."


There are two paragraphs that are always included in a Disciplinary Suspension Memo and they will appear automatically on the final draft.


We recommend that you contact your Organizational Consultant for review of this letter to assure conformance with University policy and process.

The text you enter above cannot be saved on this page. You may transfer the text to a MS Word document by clicking on the "Create Memo" button below, where you may save it to your computer.

Your internet browser may return you to the previous page if you press the backspace key on your keyboard when your cursor is not in a text box. You may be able to return to this page by using your browser's forward button.
 


Updated/Reviewed 5/19/15 by SH