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Verbal and Written Reprimand Letter Template

We offer the following template letter for verbal and written reprimands. You may alter this to suit your specific situation.


[Employee's Name]
[Employee's Department]

Re: [Verbal Reprimand or Written Reprimand]

Dear [Employee's Name]:

This letter is to inform you that you are hereby reprimanded for the following reason [Choose one of the following attendance/performance issues]:

  • Unexcused absence
  • No call, no show
  • Neglect of duty
  • Habitual tardiness
  • Excessive absenteeism
  • Incompetency
  • Inefficiency
  • Failure to follow instructions
  • Failure to follow call-in procedure
  • Failure of good behavior
  • Failure to perform required duties
  • Leaving the work area without prior authorization
  • Misuse and/or mistreatment of University property
  • Violation of departmental work rule or standard operating procedure]

Specifically, you [Fill in details of the offense]. In the future, you are required to [Fill in details of the actions the employee must take]. This disciplinary notice shall serve to warn you that any recurrence of the same or similar violation or offense as specified above will be considered just cause for more severe disciplinary action.

  • A verbal warning does not disqualify you from participation in university incentive programs.
  • A written warning disqualifies you from participation in university incentive programs such as job enrichment or pride awards for a period of one year from the date of this reprimand.

Please let me know if you have any questions or concerns.


[Your Name]

Acknowledgment of Receipt

I acknowledge that I have received a copy of this reprimand.

Employee Signature:


CC: [Employee], Human Resources, Department, AFSCME Office

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Working alongside the various departments and units within Miami University, we strive to recruit, cultivate, acknowledge, and involve a diverse pool of talent to fulfill their goals and the overarching goals of the institution.