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How to Write a Complaint Letter to an Employee Regarding His Behavior


In small businesses that have a progressive discipline policy for their employees, a written letter is typically used after a verbal discussion of unwanted behavior has taken place. In this instance, the behavior was commented on and discouraged, but has continued and it is necessary to escalate to the next level. An employee discipline letter should be strongly worded to encourage the employee to avoid the next level of progression, which could be suspension or termination depending on your company's policies.

Step 1

Refer to the previous verbal exchange with the employee. The beginning of your letter should document past meetings and discussions with this employee about his behavior. This serves to remind the employee that they have already been warned and this is in fact their second warning on the manner.

Step 2

Cite the incident that took place. For recording reasons, you will need to cite the exact incident leading up to and including the employee's behavior. Refrain from using inflammatory language in this section. Simply state the facts about what occurred.

Step 3

Remind the employee of your company's policy. The next section of your letter should detail how your company handles behavioral issues and inform them that the next time this behavior occurs, strict action will be taken. This serves to put the employee on formal notice.

Step 4

Close the letter with an exhortation to improve. You want your employee to know that you have his best interests at heart and that you don't want to lose him. However, if he continues with his behavior, you will have no other choice. Encourage him to seek anger management training, for example, if that is applicable, or offer training resources that may help him manage his behavior more appropriately.

Step 5

Send three copies of the letter. One copy should go to the employee, one copy should go to the human resources manager and the last copy should be printed out and kept in the employee's personnel file. This will help you in the event that the behavior continues, the employee is terminated and attempts to file a wrongful dismissal suit. You will have your paper trail to prove your case.
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