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The Employee Reprimand Letter is a crucial document in New Zealand's employment framework, used when formal disciplinary action is required to address employee misconduct or performance issues. It serves as an essential step in progressive discipline, following verbal warnings or informal discussions, and must comply with the principles of natural justice and the Employment Relations Act 2000. This document should be used when there is a need to formally document workplace violations, performance issues, or behavioral concerns, providing clear evidence of the employer's communication of concerns and the employee's opportunity to improve. The letter typically follows a standardized format to ensure legal compliance and fairness, and may be referenced in future employment actions or legal proceedings if necessary.

1. Header and Date: Company letterhead, current date, and internal reference number if applicable

2. Employee Information: Full name, position, department, and employee ID of the recipient

3. Subject Line: Clear indication that this is a formal reprimand letter

4. Incident Details: Specific description of the misconduct or performance issue, including dates and events

5. Previous Communications: Reference to any verbal warnings or prior discussions about the issue

6. Company Policy Reference: Citation of specific company policies or procedures that were violated

7. Expected Behavior: Clear statement of expected conduct or performance standards

8. Consequences: Description of immediate actions and potential consequences if behavior continues

9. Improvement Plan: Specific actions required from the employee to address the issue

10. Timeline: Timeframe for expected improvement and review period

11. Signature Block: Space for signatures of manager, HR representative, and employee acknowledgment