The Employee Notice of Discipline is a crucial document in Canadian workplace management, used when formal disciplinary action becomes necessary due to employee misconduct, poor performance, or policy violations. This document serves multiple purposes: it formally notifies the employee of the issue, documents the disciplinary action for legal and HR purposes, establishes expectations for improvement, and outlines potential consequences for continued infractions. It must be drafted in compliance with Canadian federal and provincial employment laws, considering aspects such as progressive discipline requirements, human rights protections, and union agreements where applicable. The notice should be clear, specific, and professional, as it becomes part of the employee's permanent record and may be referenced in future employment decisions or legal proceedings.
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1. Letter Header: Company letterhead, date, and formal addressing to the employee including their name, position, and employee ID
2. Subject Line: Clear indication that this is a disciplinary notice
3. Incident Details: Specific description of the behavior, policy violation, or performance issue, including dates and circumstances
4. Previous Warnings: Reference to any previous verbal or written warnings related to this issue
5. Impact Statement: Explanation of how the behavior affects the workplace, colleagues, or company operations
6. Company Policies: Reference to specific company policies, procedures, or standards that were violated
7. Corrective Action: Clear statement of the disciplinary action being taken
8. Improvement Plan: Specific expectations for improvement and timeline
9. Consequences: Statement of potential further disciplinary action if behavior continues
10. Signature Block: Space for signatures of management, HR representative, and employee acknowledgment
1. Union Representative Notice: Required when employee is unionized - notification of union's involvement or right to representation
2. Employee Assistance Program: Include when relevant support services are available through company programs
3. Performance Improvement Plan Details: Detailed improvement plan when the disciplinary action includes specific training or monitoring requirements
4. Appeal Process: Information about the company's appeal or grievance process, if applicable
5. Administrative Leave Notice: Include when disciplinary action includes temporary suspension or administrative leave
1. Incident Reports: Copies of relevant incident reports or documentation
2. Previous Warnings: Copies of previous disciplinary notices or warnings
3. Relevant Policies: Copies of relevant company policies that were violated
4. Performance Improvement Plan: Detailed plan with specific goals, timelines, and support measures
5. Witness Statements: If applicable, documented statements from witnesses or affected parties
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