Employee Discipline Form - Canada

Employee Discipline Form Template for Canada

A formal document used in Canadian workplaces to document and address employee misconduct, performance issues, or policy violations. This form serves as an official record of disciplinary actions taken, ensuring compliance with Canadian federal and provincial employment standards. It includes detailed documentation of the incident, corrective actions, improvement plans, and acknowledgments from all parties involved. The document is designed to support progressive discipline processes while protecting both employer and employee rights under Canadian employment law.

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What is a Employee Discipline Form?

The Employee Discipline Form is a critical human resources document used across Canadian workplaces to formally document disciplinary actions and ensure compliance with federal and provincial employment standards. This document should be used whenever there is a need to address and document employee misconduct, performance issues, or policy violations. It serves multiple purposes: establishing a clear record of incidents and corrective actions, protecting both employer and employee rights, supporting progressive discipline procedures, and maintaining documentation for potential legal requirements. The form includes essential elements such as incident details, corrective measures, improvement plans, and formal acknowledgments, while ensuring compliance with Canadian privacy laws and human rights legislation. It's particularly important in cases where progressive discipline may lead to more serious employment actions.

What sections should be included in a Employee Discipline Form?

1. Employee Information: Basic details including employee name, ID, position, department, and supervisor

2. Incident Details: Date, time, location, and nature of the incident or violation

3. Type of Violation: Classification of the infraction (e.g., attendance, performance, conduct, safety)

4. Description of Incident: Detailed, objective account of what occurred, including specific behaviors or actions

5. Previous Warnings: Documentation of any prior disciplinary actions related to similar incidents

6. Corrective Action: Specific measures being taken (verbal warning, written warning, suspension, etc.)

7. Improvement Plan: Clear expectations and timeline for required behavioral or performance changes

8. Consequences: Description of what will happen if the behavior continues or improvements aren't made

9. Acknowledgment: Signatures of all parties involved, date, and statement of receipt

What sections are optional to include in a Employee Discipline Form?

1. Union Representative Information: Required when employee is unionized and requests union representation

2. Performance History: Include when relevant to establishing pattern of behavior or contrasting with previous performance

3. Employee Response: Section for employee to provide their version of events or response to disciplinary action

4. Accommodation Requirements: Include when incident may be related to disability or need for workplace accommodations

5. Investigation Details: Required for serious incidents that involved formal investigation

6. Return to Work Plan: Include when disciplinary action involves suspension or temporary reassignment

What schedules should be included in a Employee Discipline Form?

1. Witness Statements: Attached statements from witnesses to the incident

2. Supporting Documentation: Any evidence supporting the disciplinary action (emails, photos, reports, etc.)

3. Relevant Policies: Copies of company policies that were violated

4. Performance Records: Previous performance reviews or relevant documentation

5. Training Records: Documentation of related training completed or required

6. Improvement Plan Template: Detailed template for tracking required improvements and timelines

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents

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Download a Standard Employee Discipline Form

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What is a Employee Discipline Form?

What sections should be included in a Employee Discipline Form?

What sections are optional to include in a Employee Discipline Form?

What schedules should be included in a Employee Discipline Form?

Authors

Alex Denne

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