Letter of Reprimand

This is the Document Release Information
Article Number:	7CAV-R-043
Scope:	The Letter of Reprimand
Version:	1.0
Effective Date:	26NOV20
Last Modified Date:	15DEC20
Approving Authority:	Regimental Commanding Officer
Point of Contact:	Regimental Executive Officer

Introduction

The Letter of Reprimand (LOR) is a punitive measure used to enact consequence for a serious (and un-counselled) infraction or repeatedly counselled infractions. Typically this will be a violation of a UCMJ article, Standard Operating Procedure, General Order, or Rule of Engagement where the individual has done something that is incorrect repeatedly or with greater ramifications than warrants a Developmental Counselling Statement (CS). The goal of the Letter of Reprimand is to record the outcome of a review / discussion with the trooper, and record the consequences their actions have brought upon themselves. It is an important element of this process that the Chain of Command ensures the trooper has a full understanding of what they did wrong and what measures the individual will take to prevent it happening again, in addition to the consequence of their actions having escalated to the next level from a Counseling Statement. Likewise the Letter of Reprimand ensures that the disciplining authority, usually the next member in the individual's Chain of Command, has a plan of action to help the individual and it ensures that they will check back with the trooper in future to ensure the issue is resolved. If an individual has done something incorrectly repeatedly after counselling or it is more severe in nature, an LOR must be issued. Not documenting any discussions with individuals only hampers further action if it becomes necessary.

Letter of Reprimand Contents

The content of a Letter of Reprimand must at minimum detail the following:

1. The date on which the Letter was issued; which will typically be on the same day of the verbal discussion.
2. The trooper involved, their rank and billet.
3. The disciplining authority, their rank and billet.
4. The content of the discussion that took place, including:

   A. The specific infraction referring to the SOP/Rule/Regulation/Order.

   B. The plan of action proposed

   C. The consequences of the action proposed in line with this procedure

   D. The trooper’s comments

   E. Any other relevant business

Letter of Reprimand Delivery

This is the mandatory process disciplining authorities must follow to execute a Letter of Reprimand:

1. The disciplining authority will inform the trooper via a forum private message that they need to speak with them in the next 72 hours in regard to an alleged infraction. They will use a standard template to do this, inviting them to a discussion.
2. The trooper will respond to the message with the times in Zulu that they can meet the disciplining authority.

   A. If they can both meet on an agreed time - they meet and proceed to the next step.

   B. If they cannot meet, the trooper may request to meet with an alternative leader no greater than one level above the disciplining authority, but this must be within the original 72 hour timeframe set.

   C. If b. Is not possible - the trooper must accept the consequences, findings and plan of the disciplining authority.

3. The content of the Letter of Reprimand is discussed - specifically point 4.a through 4.e.
4. The disciplining authority informs the trooper that a repeat of this scenario will result in further action, and at this stage it is a punitive measure. They expect the trooper to do their best to overcome this issue, and present them with the Right to Appeal this Letter of Reprimand to next immediate level in the chain of command.

   A. If the trooper does not wish to appeal, proceed to the next step.

   B. If the trooper does wish to appeal, proceed to the next step, but initiate a PM with the next immediate level of the chain of command. No subsequent appeals are permitted, the appeal hearing is final.

   C. Fills in the PDF form (pre-NeXT cloud implementation - this will likely be implemented as a PAF system in the next forum update.)

   D. Utilizes a NeXT cloud process which is yet to be determined by S6.

Repeat / Multiple Letters of Reprimand

If an issue or behavior repeats itself within 30 days of being disciplined for the same issue, a maximum of one repeat Letter of Reprimand should be prepared and delivered. Refer to Regimental SOPs for further action. If a trooper receives one repeat Letter of Reprimand, or three independent Letters of Reprimand on any matters within a 90-day period, then proceed to an Article 15 Investigation automatically.

Letter of Reprimand Record-Keeping

Record of a Letter of Reprimand must be kept indefinitely by reference on the troopers MILPACS. These are likely to become part of an integrated feature of the forum in due course in order to remove the administrative burden of PDF management in Google Drive.

The Punitive Nature of a Letter of Reprimand

A Letter of Reprimand is punitive. This means specifically that the Letter of Reprimand itself is a consequence of a troopers actions and even if not inclusive of additional measures, is a record of disciplinary action to be annotated unconditionally for future reference upon a troopers

Disciplinary Authorities

Unit commanders (Platoon, Company/Troop, Battalion, Department Officers in Charge, or above) have the direct authority to administer a Letter of Reprimand to any member within their scope of authority for any failure to comply, on any occasion, of an identical failure to comply, after having been counselled within a 30 day period, or when deemed appropriate by the Unit Commander without counselling.

Letter of Reprimand Record Keeping

All Letters of Reprimand are recorded on the standard form template.

Form Template

The Developmental Counseling Statement Template may be found Here.

Consequences

There is a documented limit of authority in order to prevent abuse. Punishments include:

• Any instance: 30 Days no favorable action shall apply.
• 2nd instance within 90 days: Removal from Section Leader / Assistant Section Leader is authorized.
• Any General Staff officer may add any additional punishment as they deem necessary, appropriate and in the interests of the regiment.
• If a Unit Commander decides that these limits of authority are insufficient in reflecting the severity of the infraction, they may instead choose to escalate to Phase 3 (Article 15 Investigation).

Regimental Disciplinary Process
Counseling	Developmental Counseling Statement (DCS)
Repeated Minor Offences or Serious Offences	Letter of Reprimand (LOR) • Article 15 - Commander's Investigation and Hearing
Repeated Serious Offences or Gravely Serious Offences	Article 32 - Pre-Trial Investigation and Court Martial