Steps to discipline employees

Handling employee discipline is one of the tougher aspects of management—but it’s also one of the most important. Done poorly, it can lead to disengagement, legal risks, or morale problems. Done well, it reinforces accountability, protects the company, and supports positive culture.

Note: This article provides practical guidance, but disciplinary action should always be aligned with your organization’s HR policies and local labor laws.

🧩 Disciplining for Performance Issues

Use the least severe step that corrects the behavior. If it doesn’t work, move to the next:

1. Verbal Counseling

This is usually the first step. It can be a quick hallway chat or a private sit-down. Keep the tone constructive, specific, and respectful. Verbal counseling is typically not documented in the employee’s file—but you may wish to make a private manager note for your own reference.

2. Written Counseling

If the issue persists or is more serious, document the concerns in a written memo. Review it with the employee in a one-on-one meeting. Make sure they understand the expectations and next steps. Keep a signed copy in the personnel file.

3. Negative Performance Evaluation

Used when prior steps haven’t worked or when broader patterns of underperformance exist. While annual reviews are slow to address urgent issues, they remain an official and visible record of performance concerns.

4. Termination

This is the final resort. Only proceed after clearly documenting all prior steps. Termination decisions should always be reviewed with HR and legal teams. Mishandled dismissals can lead to reputational and legal damage.

🚫 Disciplining for Misconduct

Misconduct is different from performance—it often stems from behavioral or ethical violations. The consequences tend to escalate faster.

1. Verbal Warning

Used for first-time or minor misconduct. Make it clear the behavior is not acceptable, and what future consequences may follow.

2. Written Warning

Escalate when behavior continues. A formal warning letter outlines the problem, expectations, and potential consequences if not addressed. It's placed in the employee’s record.

3. Reprimand from Senior Manager

This step signals serious concern. Delivered by a higher-level manager, it emphasizes that further misconduct could lead to suspension or termination.

4. Suspension

May be paid (during investigations) or unpaid (as punishment). Always document suspension decisions carefully and review with HR.

5. Termination

Reserved for extreme or repeated misconduct—such as theft, harassment, violence, or major safety violations. Ensure HR involvement and airtight documentation.

💡 Pro Tips for Managers

• 📄 Document everything: Dates, behaviors, meetings, and responses—this protects both the manager and the organization.
• 🧠 Stay behavior-focused: Address what the employee did, not who they are.
• 🫱 Act consistently: Avoid favoritism or selective discipline—it damages trust.
• 📚 Know your policies: Always align with company protocols before taking formal action.

📚 Related Training Packages

• 📘 Lead, Motivate & Inspire – Leadership Skills Training Package
• 📘 Managing People – Management Skills Training Package

🧪 Want to Understand Your Leadership Style?

Take the Leadership Style Self-Assessment – See how your style influences how you manage conflict and discipline situations.