Letter of Reprimand

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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: 05AUG21
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 (DCS). 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 DCS. 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 the 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 section 2 of the LOR form.
  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 the 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 forum PM with the next immediate level of the Chain of Command. No subsequent appeals are permitted; the appeal hearing is final.
    C. At this stage the disciplining authority fills in and completes the LOR form.
    D. Send the completed LOR form/.pdf to the S1 1IC, S1 2IC, and the appropriate Regimental oversight officer(s) for record processing.

PM Contact Templates

These templates will be sent to members to inform them they will be subject to a Letter of Reprimand.

Initial Contact

Subject: Meeting: Letter of Reprimand

<Rank><First><Last>,

I am writing to you to arrange a meeting in order to discuss something that has been brought to my attention. It’s important that we meet in the next 72 hours in order to discuss this.

This is in relation to an infraction which necessitates the use of a Letter of Reprimand. It is very important that we meet to discuss this so that we can understand the cause and come to a shared conclusion on how we can prevent the situation happening again.

I recognize this can in some cases come as a shock, and that you might be worried, but it is important that we take a breath and approach it as professionals, together. I’m keen to work with you to find a positive way forward, and here to help you through this process.

A Letter of Reprimand is a record of the infraction, associated evidence, and a plan between you and I in order to prevent recurrence.

I’m available at these times during the next 72 hours:

  1. <Day> XXXXZ to XXXXZ
  2. <Day> XXXXZ to XXXXZ
  3. <Day> XXXXZ to XXXXZ

What time can you meet?

After Action

Subject: After-Action: Letter of Reprimand

<Rank><First><Last>,

I am writing to you to confirm the minutes of our meeting on DDMMMYY.

In the meeting I will have clarified the specific infraction observed, and the consequences associated with your Letter of Reprimand. You can find the Letter here.

It is required of me by procedure to inform you of your Right to Appeal this Letter of Reprimand no greater than one step higher in the Chain of Command, but you should be aware that the appeal is in relation to the severity of the consequence and not the legitimacy of the step we have taken.

We really appreciate you taking the time to understand our concerns and for being prepared to take action to help us achieve high performance in our team.

Please let me know if there is anything else we as a team can do to help you.

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 trooper's MILPACS, as well as filed in the appropriate 7th Cavalry Gaming Regiment 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 trooper's actions and even if not inclusive of additional measures, is a record of disciplinary action to be annotated unconditionally for future reference upon a trooper's MILPACS.

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 Letter of Reprimand Template may be found here.

Consequences

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

  • Notation on MILPACS.
  • 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 an Article 15 Investigation.


Regimental Disciplinary Process
Counselling Developmental Counseling Statement (CS)
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