Version 1.0
Prepared by: @Lorraine Sebata
Approved by: @Samia Thompson
Reviewed Date: 2025-09-05
Next review date: 2026-09-04
This SOP applies to all managers and Human Resources personnel responsible for implementing disciplinary actions within Easyterms.
This SOP provides a detailed, step-by-step guide for managers and Human Resources on how to conduct disciplinary actions in a fair, consistent, and documented manner. It ensures all procedures comply with the company’s Disciplinary Policy.
This SOP applies to all managers and Human Resources personnel responsible for implementing disciplinary actions within Easyterms.
Procedure: For minor infractions, the manager will have a private, documented conversation with the employee. The manager will explain the misconduct, clarify the expected behavior, and set a clear timeline for improvement.
Documentation: A brief record of the conversation, including the date, a summary of the issue, and the agreed-upon action plan, must be created and kept in the employee’s file by the manager and a copy provided to Human Resources. The employee does not need to sign this document.
Procedure: If the issue reoccurs or if the initial infraction is more serious, the manager, in consultation with HR, will issue a formal First Written Warning. This is a more formal meeting where the manager outlines the specific violation, references the previous verbal warning (if applicable), and explains the potential consequences of further issues.
Documentation: A formal written warning document will be drafted and signed by both the manager and the employee, with a copy provided to the employee and one kept in their personnel file.
Procedure: This step is taken when the misconduct continues after a First Written Warning or for a serious single offense. The manager, with HR present, will issue a Final Written Warning, detailing the persistent or serious nature of the issue. The warning will explicitly state that any further misconduct may lead to suspension or dismissal.
Documentation: A formal written warning document will be signed by both parties, with a copy for the employee and their personnel file.
Procedure: Suspension may be used for a very serious offense as an interim measure while an investigation is conducted, or as a final disciplinary action before dismissal. The employee will be suspended with or without pay, depending on the nature of the offense and local labor laws.
Documentation: A formal letter of suspension will be provided, detailing the reason for the suspension, its duration, and the next steps. A copy will be kept in the employee's file.
Procedure: Dismissal is the final step in the disciplinary process. It is used when all other steps have failed to correct the behavior, or when a single, serious offense warrants immediate termination. The decision to dismiss an employee must be made in consultation with Senior Management and Human Resources.
Documentation: A formal dismissal letter will be issued to the employee, clearly stating the reason for termination and the effective date. All required final paperwork will be processed in accordance with the law.
For serious offenses, the progressive disciplinary process may be bypassed. The manager, in consultation with Human Resources, can move directly to a Final Written Warning, suspension, or dismissal.
In cases of severe misconduct (e.g., gross insubordination, theft, fraud), the manager may, with the approval of HR, place the employee on immediate suspension while an investigation is conducted. This ensures the integrity of the investigation and the safety of the workplace.
All disciplinary actions, from verbal warnings to dismissal, must be thoroughly documented and kept in the employee’s secure personnel file. The documentation should include the date, a clear description of the issue, any evidence gathered, the outcome of the action, and any future expectations.
An employee who wishes to appeal a disciplinary decision must submit a written appeal to their next-level manager or Human Resources within 5 business days of receiving the disciplinary action notification.
This SOP will be reviewed annually by the Human Resources department to ensure it remains relevant and effective.