Employee Reprimand Letter Template for Canada

The Employee Reprimand Letter is a crucial document in Canadian workplace discipline processes, used when formal documentation of employee misconduct or performance issues is necessary. It typically follows verbal warnings and precedes more severe disciplinary actions, forming an essential part of progressive discipline procedures. This document must comply with Canadian federal and provincial employment standards, human rights legislation, and privacy laws. It serves multiple purposes: documenting specific incidents, establishing clear expectations for improvement, protecting the employer legally, and providing employees with fair notice and opportunity to correct their behavior. The letter should be specific, factual, and professional, avoiding emotional language while clearly outlining the issues, expectations, and consequences.

1. Letter Header: Company letterhead, date, and formal business letter formatting

2. Employee Information: Full name, position, department, and employee ID of the person receiving the reprimand

3. Incident Description: Detailed account of the specific misconduct or performance issue, including dates and specific examples

4. Company Policy Reference: Citation of specific company policies, procedures, or standards that were violated

5. Previous Warnings: Reference to any prior verbal or written warnings related to the same or similar issues

6. Expected Behavior: Clear statement of expected conduct and specific improvements required

7. Consequences: Description of immediate consequences and potential future disciplinary actions if behavior doesn't improve

8. Timeline for Improvement: Specific timeframe for expected improvements and review period

9. Support Resources: Information about available resources to help employee improve (training, counseling, etc.)

10. Signature Block: Space for signatures of supervisor, HR representative, and employee acknowledgment