SAMPLE NOTICE OF REPRIMAND

This sample letter is a reprimand by a FIRST LEVEL SUPERVISOR.  Minor editorial changes may be required if other than the immediate supervisor is proposing this action 

NOTE 1:  Supervisors are authorized to sign and issue notices, receive and consider employees' answers, and make recommendations and final decisions on actions covered. Normally, first level supervisors perform these functions, although higher level supervisors may perform any or all of them, as well.  

NOTE 2:  The servicing Personnel Office is the primary local source of authoritative information and interpretation of policy and procedures concerning discipline and adverse actions and shares in management's responsibility to ensure that actions have merit and comply with governing requirements.  Accordingly, written notices of final decisions for disciplinary and adverse actions must be coordinated with the SPO before delivery to employees.  

NOTE 3:  Ensure the employee initials and dates receipt of this notice and the original copy is provided to the employee, a copy is filed in the Supervisor's Employee Work Folder, and a copy is provided to the SPO for maintenance in the case folder and employee's Official Personnel Folder.

NOTE 4:  If the employee is covered by a collective bargaining agreement, be sure 
to review all applicable provisions prior to issuing a letter of reprimand (or any disciplinary action).  Supervisors are strongly encouraged to contact their SPO for further information and assistance in this regard.

************************************************************
TO:  **Employee**
        **Office Symbol**

FROM:  **Supervisor**
              **Office Symbol**

SUBJECT:  Notice of Decision to Reprimand

1.  This is official notification of your reprimand for the reason(s) stated 
below:

    a.  Reason(s):  **describe the delinquency or misconduct**

    b.  Specification(s):  **provide brief but specific details**

I have carefully considered the reasons and specifications stated above fully and impartially.  I find that the incident(s) described are fully supported by a preponderance of the evidence, are sustained, and warrant your reprimand.  You are, therefore, reprimanded for **restate verbatim from proposal**. 

2.  This reprimand is effective upon your receipt of this letter.  It is intended to emphasize to you the seriousness of your misconduct and to encourage  you **indicate what corrective action/behavior you wish to elicit**.  This reprimand will be retained in  your Official Personnel Folder for a period of two years from the date of this notice. Further incidents of this nature could result in more severe disciplinary action including removal.

4.  **Select the paragraph which applies**

(for bargaining unit eligibles - see Note 4)

If you wish, you have the right to have this action reviewed under the negotiated grievance procedure.  You may submit a written grievance under the negotiated Union-Management Agreement with **Name of Union**.  Should you submit a grievance under the negotiated grievance procedures, you must do so in writing beginning with the day you receive this letter but no later than **contact the SPO for timeframe or review the particular negotiated agreement article entitled Negotiated Grievance Procedures** calendar days after your receipt.  Your grievance should be presented to **identify the appropriate management official and his/her office symbol**.  You have the right to Union representation at any stage of a grievance related to this action.

(for all others not covered by a negotiated agreement)

If you wish, you have the right to have this action reviewed Administrative Grievance Procedures.  Should you submit a grievance under this process, you must do so in writing beginning with the day you receive this letter but no later than 15 calendar days after the effective date of the final written decision.  You may represent yourself or elect to have someone represent you.  If you elect a representative, you must designate this person in writing at the time you present your grievance.  Your grievance should be presented to the servicing personnel officer or deciding official. 

5.  If you wish to read regulations pertinent to this decision or obtain further information about your procedural rights, you may contact **SPO Point of Contact**, telephone number **---------**.

**Supervisor's Signature**           
**Signature Block**                  

Employee's Initials and Date of Receipt ________________