Progressive Discipline Policy Template

Policy details

Company legal name

Effective date— e.g. 1 January 2027

Policy owner— e.g. Head of Employee Relations

Who approves terminations— e.g. HR Director and department VP

1. Purpose and at-will status

1.1 This policy describes how [Company legal name] ("the Company") normally responds to conduct and performance problems. Its aim is to tell employees clearly what needs to change, give them a fair chance to change it, and keep consistent records. 1.2 Employment with the Company is at will. Either the employee or the Company may end the employment relationship at any time, with or without cause or notice, except where a written contract signed by the [CEO] says otherwise or where law requires otherwise. 1.3 This policy is a guideline, not a contract. It does not promise that any step will be used, or used in order, before discipline or termination. The Company may skip, repeat or combine steps depending on the facts. No manager has authority to change this clause.

2. Scope

2.1 This policy applies to all employees who have completed their [90]-day introductory period. During the introductory period, managers should still give feedback and document problems, but may end employment without following the steps. 2.2 Where a collective bargaining agreement applies, its disciplinary procedure takes priority over this policy. 2.3 Pure performance gaps, where the employee is trying but not meeting the standard, are normally handled first through coaching and a performance improvement plan (PIP). This policy applies when a PIP is not met, or when the problem is conduct.

3. The four steps

Each step names the problem, the expected standard, the support offered, a review date and what happens next if the problem continues.

4. Steps in detail

4.1 Coaching / verbal warning. The manager meets the employee privately, describes the specific problem with dates, explains the standard and asks for the employee's explanation. The manager records the conversation within [2] working days and sends a copy to HR. The employee is told this is a formal first step. 4.2 Written warning. HR reviews the facts before the meeting. The letter states the problem with dates, previous steps, the standard, the support offered (for example, a later shift start or a transport allowance review), the review date and that further problems may lead to a final written warning. The employee signs to acknowledge receipt, not agreement. 4.3 Final written warning. HR attends the meeting. The letter says in plain words that any further breach within the active period may result in termination. The employee may be given up to [1] paid day to consider whether they can meet the standard. 4.4 Termination. A termination under this policy must be approved by [HR Director and the department VP] before it is communicated. HR checks the file for the items in clause 7 and for any recent protected activity (complaint, leave request, accommodation request, safety report) before approval.