Corrective Action

Our employees are perfect and we never need to hold them accountable or correct their behavior, right? I wish that were the case. Over the years I have had to have corrective action conversations for a wide variety of alleged violations of rules, laws, and expectations. It is never an easy conversation to have, but sometimes it can be harder depending on the administrative structure of your organization. There are long, tedious processes and there are processes that happen as fast as a lightning strike. There is a lot of variety already out there – let me add some of my own.

Before we get to the juicy stuff (templates) I want to elaborate on what I think is the most important thing for a corrective action process:

Staff who are subject to corrective action should know what the process is, where to find it, and be given as many opportunities as possible to ensure they understand it. 

As a professional staff member I have had to suggest that we place what the corrective action process is into staff manuals. It should have already been there. When a staff member is going through the process should not be the first time they learn about the process.

Shane’s Corrective Action Process

Here you will find two documents. One is a detailed description of a corrective action process that I created. This process stemmed from the fact that very few processes that I learned included any information about what happened if a staff member admitted responsibility. In one case, I had someone admit responsibility, but still was required to have the process extend over the minimum five business days required by policy. In this process I created some instructions about what could happen if a staff member admitted responsibility.

Corrective Action Process (Detailed)

Also, because I recognize I am not good at being concise, I created an outline that shows that information in a more linear manner than paragraphs.

Corrective Action Process (Outline)


Notification Templates

Notification and documentation is important when it comes to corrective action. In every institution I have worked there are a series of letter templates that are used to communicate when decisions have been reached in corrective action. Here are some generic templates! They were originally for Residence Life & Housing and some of that language demonstrates that. Make any changes you would like to fit your needs.

Interim Suspension Letter Template

Written Warning Letter Template

Probation Letter Template

Termination Letter Template

Resignation Acceptance Letter Template