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This sample letter is a notice of reprimand by a FIRST LEVEL SUPERVISOR.
Minor editorial changes may be required if other than the immediate
supervisor is proposing this action.
NOTE 1: Supervisors are authorized to sign and issue notices, receive and
consider employees' answers, and make recommendations and final decisions on
actions. Normally, first level supervisors perform
these functions, although higher level supervisors may perform any or all of
them, as well.
NOTE 2: The servicing Personnel Office is the primary local source of
authoritative information and interpretation of policy and procedures
concerning discipline and adverse actions and shares in management's
responsibility to ensure that actions have merit and comply with governing
requirements. Accordingly, written notices of final decisions for
disciplinary and adverse actions must be coordinated with the SPO before
delivery to employees.
NOTE 3: Ensure the employee initials and dates receipt of this notice and
the original copy is provided to the employee, a copy is filed in the
Supervisor's Employee Work Folder, and a copy is provided to the SPO for
maintenance in the case folder and employee's Official Personnel Folder.
NOTE 4: If the employee is covered by a collective bargaining agreement, be sure
to review all applicable provisions prior to issuing a letter of reprimand (or any disciplinary
action). Supervisors are strongly encouraged to contact their SPO for further information
and assistance in this regard.
TO: **Employee**
**Office Symbol**
FROM: **Supervisor**
**Office Symbol**
SUBJECT: Notice of Decision to Reprimand
1. This is official notification of your reprimand for the
reason(s) stated below:
a. Reason(s): **describe the delinquency or misconduct**
b. Specification(s): **provide brief but specific details**
I have carefully considered the reasons and specifications
stated above fully and impartially. I find that the incidents
described are fully supported by a preponderance of
the evidence, are sustained, and warrant your reprimand. You are, therefore,
reprimanded for **restate reasons above verbatim**.
2. This reprimand is effective upon your receipt of this letter. It is
intended to emphasize to you the seriousness of your misconduct and to
encourage you **indicate what corrective action/behavior you wish to
elicit**. This reprimand will be retained in your Official Personnel Folder
for a period of two years from the date of this notice. Further incidents of
this nature could result in more severe disciplinary action including
removal.
3. **Select the paragraph which applies**
(for bargaining unit eligibles - see Note 4)
If you wish, you have the right to have this action reviewed under the
negotiated grievance procedure. You may submit a written grievance under the
negotiated Union-Management Agreement with **Name of Union**. Should you
submit a grievance under the negotiated grievance procedures, you must do so
in writing beginning with the day you receive this letter but no later than
**contact the SPO for timeframe or review the particular negotiated agreement
article entitled Negotiated Grievance Procedures** calendar days after your
receipt. Your grievance should be presented to **identify the appropriate
management official and his/her office symbol**. You have the right to Union
representation at any stage of a grievance related to this action.
(for all others not covered by a negotiated agreement)
If you wish, you have the right to have this action reviewed under
the Administrative Grievance Procedures. Should you submit a grievance
under this process, you must do so in writing beginning with the day
you receive this letter but no later than 15 calendar days after the
effective date of the final written decision. You may represent
yourself or elect to have someone represent you. If you elect
a representative, you must designate this person in writing at the time you
present your grievance. Your grievance should be presented to the
servicing personnel office or deciding official.
4. If you wish to read regulations pertinent to this decision or obtain
further information about your procedural rights, you may contact **SPO
point of contact **, telephone number **---------**.
**Supervisor's Signature**
**Signature Block**
Employee's Initials and Date of Receipt ________________
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