Progressive discipline is a step-by-step response to performance or conduct problems, where each repeat brings a more serious consequence. Its value is consistency, and its weakness is inconsistency.
| Step | What happens | Record |
|---|---|---|
| Verbal warning | Private talk naming the problem and the expectation | Short note with date |
| Written warning | Signed document with the expectation and a timeline | Copy in the employee file |
| Final warning or suspension | Clear statement that the next issue ends employment | Signed, with dates of prior steps |
| Termination | Decision based on the documented history | Termination letter and file |
For writing each step, see employee write-up and the employee disciplinary form.
A distribution center’s attendance policy uses progressive steps for lateness. A picker reaches the final warning stage after 6 late arrivals in 2 months and is late again. His manager prepares a termination.
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Before it goes ahead, HR pulls the last 12 months of lateness records. Another picker on a different shift had 9 late arrivals in the same period and never got past a verbal warning, because her manager did not use the steps. If the first picker is terminated, the records show two people treated differently for the same thing.
HR holds the termination, resets both employees to the same documented stage with a written notice, and trains managers on the steps. The time records made the inconsistency visible before it became a claim.
Step records should rely on facts, not labels. “Arrived 22, 15 and 31 minutes late” can be checked against attendance records; “bad attitude” cannot. Check that no absence counted in a step was protected leave before the step is issued.
A retailer’s policy says warnings stay active for 12 months. A cashier received a written warning for cash handling in February the previous year and has had no issues since. In March, a new cash shortage happens.
Because the earlier warning expired in February, the manager starts at a verbal warning rather than jumping to a final warning. The cashier’s balancing improves with a short refresher. The written expiry rule kept the response proportionate and consistent with how other cashiers had been treated.
Commonly a verbal warning, a written warning, a final warning or suspension, and termination. Serious misconduct can skip steps.
Generally no, since most employment is at will. Montana requires good cause after the probationary period, and union contracts often require specific steps.
Most policies allow it for serious misconduct. Say so in the policy.
Many policies let warnings expire after 6 to 12 months of good performance. Pick a period and apply it to everyone.
Many policies keep warnings active for 6 to 12 months for the purpose of the next step, while keeping the record itself in the file.
Ask them to sign to confirm receipt, not agreement. If they refuse, note the refusal and the date on the form.
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