The workplace needs clear rules for everyone to feel safe and respected. Zero-tolerance policies set firm boundaries about behaviors that companies will not accept. These policies help protect employees and create a better place to work. When rules get broken, you need to address the issue right away with clear communication.
Writing these important messages can be tough. You want to be firm but fair, clear but professional. The right email can solve problems before they grow bigger and show your team you take their safety seriously.
Zero-Tolerance Policy Email Samples
These email templates will help you address policy violations directly and professionally.
1. First Warning About Harassment
Subject: Important: Discussion Regarding Workplace Conduct
Dear Jason,
A staff member has reported that you made comments about their appearance yesterday during the team meeting. This type of behavior goes against our zero-tolerance harassment policy that you received during orientation.
We take these matters very seriously. Please review the company policy attached to this email. I would like to meet with you tomorrow at 10:00 AM in my office to discuss this matter further.
Any similar behavior moving forward will result in stricter disciplinary action, up to and including termination of employment.
Please confirm receipt of this email and your attendance at our meeting.
Thank you for your cooperation,
[Signature block: Full name, Title, Department, Company name, Contact information, Company logo]
2. Workplace Violence Incident
Subject: Urgent: Zero-Tolerance Policy Violation – Workplace Violence
Dear Mr. Roberts,
This email addresses the incident that occurred on May 12, 2025, where you were observed shouting and slamming your fist on your desk during a disagreement with a coworker.
Our company has a zero-tolerance policy for all forms of workplace violence or threatening behavior. This includes verbal outbursts, physical gestures, and property damage.
As a result of this serious violation, you are suspended without pay effective immediately for five business days. Upon your return on May 19, you will be required to attend our conflict resolution training program.
Any additional violations will result in immediate termination.
Your department head will reach out to schedule a mandatory meeting before your return to work.
Regards,
[Signature block: Name, HR Director title, Company details, Direct phone line, Email address]
3. Attendance Policy Enforcement
Subject: Notice: Attendance Policy Violation
Dear Taylor,
Our records show you have been late to work six times in the past month, with tardiness ranging from 15 to 45 minutes. As outlined in our employee handbook, punctuality is a core expectation for all team members.
The company has a zero-tolerance policy for repeated attendance issues without proper documentation or communication. Your pattern of tardiness disrupts team productivity and scheduling.
This email serves as your first written warning. Please adjust your schedule to arrive on time for all scheduled shifts. If you need accommodations or are facing challenges affecting your punctuality, please contact HR to discuss options.
Three more instances of tardiness within the next 60 days will trigger a performance improvement plan.
Let me know if you would like to discuss this matter further.
Best regards,
[Signature block: Name, Supervisor title, Department, Contact details, Office hours]
4. Safety Protocol Violation
Subject: CRITICAL: Safety Violation Notice
Dear Production Team Members,
During yesterday’s safety audit, we found three instances of employees working without required protective equipment in Area B. This violates our zero-tolerance safety policy.
Safety protocols exist to protect you. When someone chooses to ignore safety rules, they put themselves and others at risk of serious injury.
Effective immediately: – Additional safety checks will occur randomly throughout shifts – Supervisors will conduct equipment checks at the start of each shift – Any employee found without proper safety gear will be sent home without pay for the day
The company values every team member’s wellbeing. Please help maintain a safe workplace by following all safety guidelines without exception.
Thank you for your cooperation,
[Signature block: Full name, Safety Director, Certification credentials, Emergency contact number, Company safety motto]
5. Confidentiality Breach Notification
Subject: Urgent: Confidentiality Policy Violation
Dear Ms. Chen,
It has come to our attention that client financial information was shared in your social media post dated April 10, 2025. This constitutes a serious breach of our confidentiality agreement and zero-tolerance policy regarding client data protection.
As you signed our confidentiality agreement on January 15, you acknowledged that sharing any client information outside approved channels is strictly prohibited.
Due to the severity of this violation, we have scheduled a meeting with the management team on April 16 at 2:00 PM. Please bring all devices used to access company data to this meeting.
Your system access has been temporarily restricted pending the results of our investigation.
With concern,
[Signature block: Name, Compliance Officer, Legal department contact, Professional certifications, Company address]
6. Substance Abuse Policy Enforcement
Subject: Important Notice: Workplace Substance Policy
Dear Sam,
This letter addresses the incident on Tuesday when you reported to work showing signs of intoxication. Your supervisor noted slurred speech and unsteady movement, which prompted a meeting with HR.
Our substance abuse policy clearly states that reporting to work under the influence of alcohol or drugs is grounds for disciplinary action. This policy exists to maintain safety and professional standards.
You are suspended with pay for three days while we investigate this matter. You will need to complete a drug test at our partner facility before returning to work.
The company offers confidential assistance through our Employee Assistance Program if you are struggling with substance use. We encourage you to call them at 555-123-4567.
Please contact HR with any questions about next steps.
Sincerely,
[Signature block: Full name, Human Resources Manager, Employee Assistance Program information, Confidentiality notice]
7. Bullying Prevention Notice to All Staff
Subject: Company-Wide Notice: Zero-Tolerance for Workplace Bullying
Dear Team Members,
Recent staff surveys show concerns about workplace bullying. This message reinforces our zero-tolerance stance on all forms of bullying behavior.
Bullying includes repeated negative actions toward any person, such as: – Harsh or constant criticism – Exclusion from team activities – Spreading rumors – Verbal or written threats – Blocking career progress
All employees deserve respect. If you witness or experience bullying, please report it through our confidential reporting system or directly to HR.
We will act quickly on all reports. Confirmed cases of bullying will result in disciplinary action up to termination.
A healthier workplace starts with how we treat each other. Thank you for your part in maintaining our positive culture.
Respectfully,
[Signature block: CEO name, Company leadership team, Ethics hotline number, Company values statement]
8. Discrimination Incident Response
Subject: Formal Notice: Discrimination Policy Violation
Dear Dr. Wilson,
This email addresses complaints received about comments you made during the April 5th department meeting regarding candidates from certain universities. Multiple witnesses reported statements suggesting bias based on educational background.
Our equal opportunity policy prohibits discrimination based on educational background, age, race, gender, disability status, or any protected characteristic. These policies apply to hiring practices, promotion decisions, and daily workplace interactions.
We have scheduled a mandatory meeting with HR and the Diversity Officer on April 18 at 11:00 AM to discuss this matter and appropriate next steps.
Please review our anti-discrimination policy before this meeting. All hiring committee activities will be paused pending resolution of this issue.
Regards,
[Signature block: Name, HR Investigation Team, Equal Opportunity statement, Confidentiality notice, Legal department contact]
9. Corporate Device Misuse Warning
Subject: Warning: Violation of Company Device Policy
Dear Alex,
The IT department’s security monitoring has detected that your company laptop was used to access gambling websites during work hours on multiple occasions last week. This violates our zero-tolerance policy on misuse of company equipment.
Company devices are provided for business purposes only. Personal use must stay within the acceptable use guidelines you acknowledged when receiving your equipment.
This email serves as a formal warning. Further violations may result in: – Removal of remote work privileges – Restricted device access – Disciplinary action
The IT team will schedule a brief meeting to review our technology policies with you this week.
Thank you for your prompt attention to this matter,
[Signature block: IT Director name, Technical support contact information, IT department logo, Security certification badges]
10. Social Media Policy Violation
Subject: Notice of Social Media Policy Violation
Dear Jordan,
Your recent Twitter post included comments about an ongoing client project and showed screenshots of unreleased product features. This directly violates our social media policy and confidentiality agreement.
All employees must follow these guidelines when using social media: – Never share confidential company information – Do not post about clients without approval – Avoid negative comments about competitors – Add a disclaimer when discussing industry topics
Please remove the post immediately and confirm when this action is complete. We will need to meet to discuss the potential impact of this breach and next steps.
This violation will be documented in your employment record. Any similar incidents will result in more serious consequences.
Regards,
[Signature block: Marketing Director name, Social media policy link, Communication department contact, Legal disclaimer]
11. Team-Wide Notice on Timesheet Fraud
Subject: Important: Zero-Tolerance for Timesheet Fraud
Dear Department Staff,
A recent audit of our timekeeping system showed several instances of inaccurate time reporting. This includes logging hours not worked and buddy-punching (having someone else clock in for you).
Timesheet fraud violates company policy and trust. It can also create legal issues for both employees and the company.
Starting next week: – Managers will review all timesheets daily – Random spot checks will compare badge entry logs with time reports – The biometric clock system will be activated at all entry points
Anyone found falsifying time records will face immediate disciplinary action, possibly including termination and repayment of wages.
If you notice any problems with the timekeeping system, please contact your supervisor right away.
Thank you for your honesty and cooperation,
[Signature block: Operations Manager name, Payroll department contact, Company policy reference number, Ethics statement]
12. Inappropriate Communication Warning
Subject: Formal Warning: Communication Standards Violation
Dear Jamie,
This email addresses the inappropriate language you used during yesterday’s client call. Two team members reported that you used profanity and aggressive tone when discussing project delays.
Our professional communication policy requires all staff to maintain respectful language regardless of circumstances. This applies to all interactions with clients, vendors, and fellow team members.
This incident has been documented as a formal warning. As part of our response: – You will be removed from direct client communication for the next two weeks – You must complete our communication skills refresher training – A follow-up meeting will assess your progress on May 1
We value your technical contributions but must insist on professional standards in all communications.
Please schedule time with me this week to discuss strategies for handling frustrating situations more effectively.
Sincerely,
[Signature block: Department Head name, Professional development resources, Contact schedule, Company communication values]
13. Conflict of Interest Notification
Subject: Urgent: Conflict of Interest Policy Violation
Dear Ms. Garcia,
It has come to our attention that you recently joined the board of ABC Company, which is one of our direct competitors. This creates a significant conflict of interest that violates company policy.
Our conflict of interest policy prohibits employees from holding positions with competitors or organizations that could compromise loyalty or confidential information.
You must choose between your role with our company and your position with ABC Company. Please inform HR of your decision by April 25.
Until this matter is resolved, you will be temporarily reassigned to projects that do not involve sensitive competitive information.
A meeting has been scheduled with the Legal department on April 20 at 1:00 PM to discuss this situation.
Regards,
[Signature block: Chief Ethics Officer, Compliance hotline number, Legal counsel contact information, Confidentiality statement]
14. Company Property Theft Response
Subject: Serious Matter: Company Property Violation
Dear Mr. Thompson,
Security footage from April 12 shows you removing company equipment (a laptop and two monitors) from the building without authorization forms or approval. This constitutes theft of company property under our zero-tolerance policy.
All company assets must remain on premises unless proper checkout procedures are followed. The equipment in question is valued at over $2,000.
Due to the serious nature of this violation: – You are suspended pending investigation – Building access has been temporarily deactivated – You must return all company property by 5:00 PM tomorrow
A meeting with HR and Security is scheduled for April 15 at 10:00 AM. You may bring a representative if you wish.
This matter may be referred to local authorities depending on the investigation outcome.
With grave concern,
[Signature block: Security Director, HR representative contact, Legal department reference, Company asset management policy number]
15. Final Warning Before Termination
Subject: FINAL WARNING: Policy Violations
Dear Pat,
This letter serves as your final warning regarding ongoing policy violations. Despite previous verbal and written warnings, you have continued to:
1. Arrive late to scheduled shifts (7 occurrences in the past month) 2. Take extended breaks beyond allocated time (documented by supervisors) 3. Miss team meetings without notification (3 instances)
These behaviors violate our attendance and professional conduct policies. They also place an unfair burden on your teammates who must cover your responsibilities.
This is your final opportunity to demonstrate immediate and sustained improvement. Any further violations within the next 30 days will result in termination of your employment.
A performance improvement plan is attached. We will meet weekly to review your progress, starting this Friday at 9:00 AM.
We hope to see positive changes that will allow our working relationship to continue.
Sincerely,
[Signature block: Department Manager, HR Business Partner contact, Performance improvement resources, Meeting schedule]
Conclusion: Zero-Tolerance Policy Emails
Strong policy emails help companies set clear boundaries. They protect your business, your employees, and your reputation. The best policy communications balance firmness with respect while clearly stating expectations and consequences.
When you need to address policy violations, choose the right tone and level of detail. Be direct about what happened, which policy was broken, and what happens next. Follow up in person whenever possible to show you take both the policy and the person seriously.