The Letter of Censure is a critical tool in U.S. employment law and human resource management, serving as a formal documentation of serious workplace infractions. This document is typically issued when verbal warnings or informal counseling have proven insufficient, but termination is not yet warranted. A Letter of Censure provides clear documentation of the issue, protects the organization legally, and establishes a formal record of progressive discipline. It includes specific details about the incident, references to violated policies, and often outlines consequences for future infractions. The document should be drafted with careful attention to employment laws and organizational policies to ensure its effectiveness and legal compliance.
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1. Header Information: Date, recipient details, sender details, and confidentiality marking
2. Incident Description: Specific details of the behavior or action being censured
3. Policy Violation: Reference to specific policies, rules, or standards that were violated
4. Expected Behavior: Clear statement of expected conduct and professional standards
5. Consequences: Current and potential future consequences of the violation
1. Improvement Plan: Specific steps for correction, used when rehabilitation is desired
2. Previous Warnings: Reference to prior incidents, included if there is a pattern of behavior
3. Support Resources: Available assistance or training, included when appropriate for correction
1. Evidence Documentation: Supporting documents, witness statements, or other evidence of the incident
2. Relevant Policies: Copies of violated policies or procedures
3. Acknowledgment Form: Document for employee signature confirming receipt and understanding
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