Employee Reprimand Letter Template for Indonesia

The Employee Reprimand Letter is a crucial document in Indonesian employment relations, utilized when formal disciplinary action is required to address employee misconduct or unsatisfactory performance. It must comply with Law No. 13 of 2003 on Manpower and related ministerial regulations, which establish the framework for employment relationships and disciplinary procedures in Indonesia. The document serves multiple purposes: it formally notifies the employee of specific violations or performance issues, creates a legal record of the disciplinary process, outlines required improvements, and establishes a basis for potential future actions. This type of document is typically issued after verbal warnings have proven ineffective or when the severity of the violation warrants immediate written documentation. The letter should be drafted carefully to ensure it meets both legal requirements and company policies, as it may be scrutinized in case of labor disputes or termination proceedings.

1. Letter Header: Company letterhead, date, reference number, and confidentiality marking if applicable

2. Employee Information: Full name, employee ID, position/title, department, and length of service of the employee

3. Subject Line: Clear indication that this is a reprimand/warning letter and which number (first/second/final warning)

4. Violation Details: Specific description of the incident(s) or behavior that violated company policy, including dates, times, and relevant details

5. Policy Reference: Citation of specific company policies, regulations, or employment agreement terms that were violated

6. Expected Behavior: Clear statement of the expected conduct and improvements required from the employee

7. Consequences: Statement of potential consequences if the behavior continues or if improvement is not shown

8. Timeline for Improvement: Specific timeframe within which improvement must be demonstrated

9. Signature Block: Space for signatures of the issuing authority and employee acknowledgment