Explain why you're writing the letter and stress the issue. Give specific instances of why the individual is being punished. If this issue has been addressed previously, go to prior incidents. The letter should be broad enough to handle any potential future issues or disputes. You can use first name only if there is no other way to address the person. The purpose of the letter is to explain the disciplinary action and give the employee notice that further violations will result in more serious consequences. The letter should not contain any threats or intimidation tactics used by employers to get employees to change their behavior. These letters are usually written after an incident has occurred so there is no need for threats or intimidation. An example letter for firing an employee would read as follows: "In receiving this letter, you are being dismissed from your employment with our company." This letter informs the employee they are being fired and gives them time to seek other work. No reference to past offenses is necessary since the letter is not meant as a plea for forgiveness - but as notice that certain actions will not be tolerated. Disciplinary letters are usually not sent directly to the employee, but instead go to the employer's office or department where the offense took place. This ensures that the employee receives the letter and understands the reason for the discipline. If the employee cannot be reached through normal channels, then a second letter should be sent to their last known address.