The Disciplinary Action Letter is a crucial document in New Zealand's employment landscape, used when formal disciplinary measures are required to address employee misconduct, performance issues, or policy violations. It forms part of the formal employment record and must comply with New Zealand's Employment Relations Act 2000 and related employment legislation. The letter should be issued after following proper investigative procedures and conducting disciplinary meetings. It typically follows verbal warnings or informal discussions where issues haven't been resolved. The document must maintain procedural fairness, clearly state the issues and expectations, and respect the employee's rights under New Zealand law. This type of letter serves both as a formal warning and as documentation that may be required if further employment actions become necessary.
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1. Letterhead and Date: Company letterhead, current date, and reference number if applicable
2. Recipient Details: Employee's full name, position, and internal address
3. Subject Line: Clear indication that this is a disciplinary action letter
4. Specific Misconduct/Issue: Detailed description of the incident(s) or behavior causing concern, including dates and specific examples
5. Previous Discussions/Warnings: Reference to any previous related discussions, warnings, or meetings about the issue
6. Impact Statement: Explanation of how the behavior affects the workplace, colleagues, or business
7. Company Policy Reference: Reference to specific company policies, procedures, or employment agreement terms that have been breached
8. Disciplinary Action: Clear statement of the disciplinary action being taken
9. Required Improvements: Specific expectations for future conduct and timeline for improvement
10. Consequences: Clear statement of what will happen if behavior doesn't improve or reoccurs
11. Support Available: Information about any support, training, or resources available to help the employee improve
12. Right to Respond: Statement of the employee's right to respond and provide their perspective
13. Signature Block: Manager's name, position, and signature
1. Investigation Summary: Summary of any formal investigation process, used when a formal investigation has been conducted
2. Union Representative: Reference to union involvement and representation rights, included when employee is a union member
3. Performance Improvement Plan: Detailed improvement actions and timeline, included for performance-related issues
4. Employee Assistance Program: Information about EAP services, included when personal issues may be contributing to the situation
5. Final Warning Statement: Clear indication that this is a final warning, included when appropriate in the disciplinary process
6. Suspension Details: Terms and conditions of suspension if applicable, including duration and pay status
1. Meeting Minutes: Minutes from disciplinary meetings or investigations
2. Evidence Documents: Copies of relevant evidence supporting the disciplinary action
3. Previous Warnings: Copies of previous warning letters or documentation
4. Relevant Policies: Copies of referenced company policies or procedures
5. Performance Improvement Plan Template: Detailed PIP document if applicable
6. Acknowledgment Form: Form for employee to sign acknowledging receipt of the letter
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