RE: Reprimand to Ms./Mr. [Name Surname]
Dear Ms. / Mr. [Last name]
This is an official written reprimand for your attempt to breach company policy in regard to privacy of salaries of the employees in [Company name], which are stipulated by the [Name of the company act].
On the [Date] when you stated working for [Company name] you were provided with the Employee manual among others company documents. Therefore you were able to note that Article No [Number] of the Employee manual, clearly states that salaries are private matters between department heads and the employees. Hence, violation of this policy by any employee is considered as a serious breach, because no employee has the right to investigate earnings of co-workers, unless such instruction comes from the Board members, as stipulated with Article No [number].
Mr. [Name Surname], our IT Assistant, has informed HR Department on [Date], by enclosing system log that you were trying to get insight in company payroll, by breaking into the company payroll software using several credentials combinations. As our company does not tolerate such behavior, by this letter you were addressed with reprimand. Consequently, as a sanction, company will deduct your salary for [Month, Year] by 7.5 %. Please note, that if you engage in similar activity in the future, we will issue final notice to you and comment contract termination procedure.
In a case that previously stated accusation is not true, i.e. that you were not engaged in activities claimed in above paragraph you may submit appeal, providing sufficient evidences. If the accusations prove as false, all sanctions imposed toward you will be reversed.
I am sure you understand the gravity of this violation and I believe that this is only one-time occurrence. A copy of this reprimand will be placed in your official personnel file.