The Letter of Censure is a crucial document in Canadian workplace disciplinary procedures, typically used when verbal warnings or informal interventions have proven insufficient or when the severity of misconduct warrants immediate formal action. This document serves multiple purposes: it formally documents the misconduct, communicates clear expectations for future behavior, and establishes a record for potential progressive discipline. The Letter of Censure must comply with Canadian federal and provincial employment laws, including the Canada Labour Code and provincial employment standards. It's particularly important in unionized environments where collective agreements may specify disciplinary procedures. The document should be drafted with careful consideration of human rights legislation, privacy laws, and administrative law principles to ensure legal compliance and fairness.
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1. Letter Header and Date: Official letterhead, date, and reference number if applicable
2. Recipient Information: Employee's full name, title, department, and business address
3. Subject Line: Clear indication that this is a Letter of Censure
4. Incident Description: Detailed description of the specific misconduct or behavior that led to the censure
5. Policy Violation: Reference to specific workplace policies, rules, or standards that were violated
6. Impact Statement: Description of how the behavior affected the workplace, colleagues, or organization
7. Expected Behavior: Clear statement of expected conduct and professional standards
8. Consequences: Statement of immediate consequences and warning about future misconduct
9. Signature Block: Signature lines for issuing authority and acknowledgment by employee
1. Prior Incidents: Reference to previous warnings or disciplinary actions, included when there is a pattern of misconduct
2. Performance Improvement Plan: Specific steps and timeline for correcting behavior, included when remedial action is required
3. Appeal Rights: Information about the employee's right to appeal, included when required by organizational policy or collective agreement
4. Union Representative Notice: Reference to union notification, included when employee is unionized
5. Rehabilitation Resources: Information about available support services or resources, included when appropriate for the situation
1. Evidence Documentation: Copies of relevant evidence supporting the censure (e.g., incident reports, witness statements)
2. Relevant Policies: Copies of specific workplace policies or standards that were violated
3. Previous Warnings: Copies of prior written warnings or disciplinary actions if referenced in the letter
4. Performance Improvement Plan Details: Detailed outline of improvement steps and timeline, if applicable
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