All warnings given to the employee should be signed by both the supervisor and employee and dated. If the employee refuses to sign, the supervisor should note this on the form. Give ample opportunity to hear the employee's version of the story before taking further action. This will make your company appear fair, and may give you the opportunity to decide if the facts are accurate. In addition, knowing the employee's version will help you to prepare a defense in the event the matter is litigated in the future.
Some companies allow disciplined workers the right to grieve or appeal disciplinary decisions.
Although such appeals processes may work in theory, in practice they can become an administrative nightmare for companies and should be avoided unless absolutely necess- ary as in a collective bargaining agreement with union workers, where they may serve the positive function of reducing protracted arbitrations. While applying disciplinary measures uniformly is important, remember that exceptions to any company policy may arise when considering the nature of the job and the circumstances of each case. For example, the higher the job in the corporate chain of command, the greater the right to disagree, argue, question and even disobey. What is seen as insubordination in a clerk, justifying disciplinary procedures, may very well not be so in an executive because courts allow executives to exercise more discretion. Thus, apply a discipline policy uniformly but note special problems inherent in trying too hard to be consistent.