Handling Abusive Language at Work: What Steps Should HR Take When Employees Cross the Line?

Dear All,

Hope things are going great!

Please help with this issue: In an organization, if an employee uses abusive language or words among coworkers and reports it to HR, what are the necessary steps to be taken?

1. Oral warning
2. Written warning

If the employee continues to behave in the same manner, what will be the final warning or penalty?

Kindly help me understand.

Thanks and regards.

Hi Friend,

If an employee is using abusive language in the office, you may give an oral warning. If the behavior is not corrected after the oral warning, you may proceed with a written warning. Ensure to copy the same mail to the employee and your respective Head of Department.

If the behavior is repeated, you may escalate the issue by informing the employee that suspension may be considered for a specific time period. In severe cases, termination under the misconduct policy of your organization may be necessary.

Regards,
Shweta

Dear,

Using abusive language is misconduct, and you can take action against him. I suggest you first talk to him and guide him not to behave in such a manner. If he does not understand, issue him a written warning letter. If he still does not improve, issue him a charge sheet.

Thank you,
J. S. Malik

Dear Sunil,

Abusing anyone or using filthy language on the floor is a very serious offense as it attacks the dignity and self-respect of the other person. The person should be suspended for a week or so, immediately on the spot. Issue him/her a memo to that effect and after 3 such memos, terminate the employee.

Dear Sir,

No standing order allows the suspension of anyone as a punishment without issuing a charge sheet, conducting a domestic enquiry, and giving the individual a complete opportunity to explain themselves. The law does not permit the termination of anyone without providing them with an opportunity.

Thank you.

J. S. Malik

I worked with a couple of BPOs; we call it as profanity, and we often use it. No one would get hurt; they just accept and try not to repeat the bo-boos.

Abusive language up to a certain extent is always accepted due to high work pressures and stress. In case someone is using it excessively, you can always first talk to that person and warn him for his behavior. If he/she still continues to do so, ask for apologies to be given in writing. If it still continues, make him submit his apology on a huge paper and put it on display. This will irritate him, and he will stop behaving like that. This is the best way to make someone realize that he/she cannot use their rights to speak at the cost of others' self-dignity.

Hi Sunil!

Objectionable behavior in an organization is not tolerable. It seems that the person in question has some mental disorder. Also, he/she tries to ride on others by using unparliamentary words in the office. In general, the majority of people would never like to have confrontations within the group of employees and would opt to bypass that person.

If organizational action is to be taken, he can be called into a staff meeting (minutes of such meeting should be maintained) and warned not to repeat such instances. Failing to comply, he will be wholly and solely responsible for the consequences that may occur against him.

If he continues to commit the same actions, issue him a show-cause notice asking why he should not be terminated from the services for his misbehavior in the office.

RP

Hello,

Step 1: Discussion with counseling - Minor offense per the company policy.
2: Issue warning letters
2a: If appraisal is due, noncompliance to company policy reduced markings.
3: Reprimands

The employee will change. Habits are difficult to change, but they should change.

Hi Guys,

Thank you very much for the quick reply. I will take action as per the rules and ensure that the mistake is rectified. Once again, thank you for sharing the information with me.

Thanks and regards,
Sunil

Dear Friends,

What about the abusive language used by the Chairman and the Board of Directors? Can anybody suggest how to control and stop it as it is case-sensitive?

With Regards,
Amit Nag

In my earlier organization, there was a manager who held the position of chief manager in a manufacturing company. He had started as a BE and worked his way up through hard work to become a chief manager. However, despite reaching this position, his way of speaking remained the same. He used rural and obscene language with his subordinates, often using inappropriate words while communicating with employees. As a result, he did not gain respect from his team despite his senior role.

Hi,

This falls under disciplinary actions, which is the responsibility of HR and Admin personnel. Therefore, you can issue a written warning that is signed and acknowledged by him.

Regards,
Dinamani

Hi,

Using abusive language in the office is acceptable until it is within limits, as everything has limits in an official environment. Once it is crossed, you can give him a verbal warning. You can give three verbal warnings, and if there is still no change in behavior, you can issue a written warning. You can also warn him that if the behavior is repeated, strict action will be taken against him. This will also affect his appraisal and promotion if it is due.

Hope this will be of some help.

Regards,
Trishaa

Hi,

The use of offensive language is detrimental to any organization, particularly one with a structured HR Department tasked with addressing such issues.

The recommended course of action is to provide an oral warning, followed by a written warning. If no improvement is observed, termination may be necessary.

It is essential to handle such issues with strictness to prevent potential disruptions among employees.

Please feel free to reach out if you have any questions or require further clarification.

Using abusive language in the workplace is really not acceptable at all. In the case of a person holding a higher position and using defamatory language with subordinates, it can create several problems. Attrition is one major issue that can arise. Additionally, conflicts may arise in some cases. Another consequence is that a person using abusive language may lose their own respect in the eyes of subordinates and create a significant communication gap, which is not good for the business.

You need to have the procedures and policies in your SOP as well as employee handbook. This will enable all employees to understand what is acceptable and what is not within the work environment of the company/office.

Abusive language is totally unacceptable. The usual course is 3 verbal warnings and then the first written warning documenting the episode. If the employee fails to correct his/her language, then a 2nd written warning is issued. The 3rd and last warning clearly states that the employee will be demoted or, if required, dismissed without reference.

PVQ

Most of the time, a verbal warning is given for a first offense, followed by written warnings. Three strikes and you are out of a job. Most people understand after the first warning, and that usually resolves the issue. With respect to what others have said, there is a lot of "it depends" going on here.

What language was used and how was it used? There are a few words here in the States that, if used incorrectly, will get you escorted out the door straight to your car without any warning whatsoever. Other times, foul language could be used in haste, or someone's anger may momentarily get the best of them. A mistake should be acknowledged and should be treated as such, especially if the person does not typically speak in that manner.

While some organizations/managers do tolerate a certain level of use of 'abusive language' in practice, none allow abusing people by using foul language. (The use of abusive language and abusing people through language are not necessarily the same.) Most organizations would have a disciplinary process for such acts. If your organization doesn't, here's what I suggest:

1 - a verbal warning followed by recording of the same through a file note or an email (stating the instance and that a verbal warning is given); copied to the offender, his boss, and the relevant HR Manager. If the offense is repeated:

2 - a formal written warning stating that this is a serious violation of company policy/practice and another repeat offense may lead to termination from service.

3 - termination!!!

In the meantime, if you do not have a formal policy document, start developing one and mention that the organization has a zero tolerance for abusing colleagues through the use of abusive language :)

Hope it helps,

Asghar

If the boss does it too often, you need to ask yourself if it's worth compromising your dignity. Practically speaking, oftentimes one has to compromise due to domestic needs, pressures, and the market situation. But if you can afford to, here's what I did: first, I resigned and took an acceptance from my immediate boss, then entered the boss's office (who was also the 'seth' and hence chairman of the company). I asked him if he used bad language about me in my absence, and upon his similar response, I gave him a real taste of such language for over three continuous minutes and left. That same day, four more people resigned, including an employee who had been there for 18 years. I hear that since then the seth has mellowed down a bit, but he is still the seth, so... By the way, I wasn't married then and could afford to stay without a job for the next few months :)

Dear Sunil,

It is high time to issue him a show cause notice, mentioning repeated oral and written warnings about his misconduct under clause 14(3)(a), (b), (g), and (h) of the Model Standing Orders (as there are no specific standing orders for your organization - if there are, please refer to the clauses accordingly). Upon his reply - he definitely won't reply within the stipulated time - initiate a domestic enquiry by suspending him from his services.

Prove the misconduct in the domestic enquiry and, based on that, dismiss or punish him accordingly.

Hi,

Verbal communication would not make any difference in his attitude; however, a well-written email with a subtle warning could be effective. Write an email explaining your concerns as an HR professional and guide him using formal language.

It is very common nowadays for people to overlook the language they use when speaking with colleagues, friends, or seniors, as they perceive it to be normal. As HR professionals, it is our responsibility to help them understand how to improve their language skills.

Best regards,
Taru

Hi Sunil, you must first check what is mentioned in the Standing Order. After that, look at who the misconduct has been done amongst, e.g., worker vs. some senior official, male vs. female, etc. Only then can we decide how to proceed with the punishment.

Initialization can be done with an oral warning (if the case isn't that serious), followed by a show cause notice (in serious issues), or even a charge sheet can be issued to him.

Surabhi

Hi,

Call the person and instruct them strongly. Counseling is the first step. Warning memos and salary cuts are the next steps. Find out about his family background and his behavior outside of the office. If you find that he behaves similarly outside of work, then send him out. If his behavior is only in the office, monitor him when he uses such language. Consider department transfer or unit transfer as potential solutions.

Thank you.

Find the root cause. If he behaves only at the office, warn him and transfer him to another department (It may be due to the pressure from the Boss of the department or the company). Investigate his family background and observe how he behaves outside of work. If it is evident that his behavior is consistent across all environments, then terminate his employment and advise his family to seek medical help for him.

Hi Dear,

If somebody uses abusive language on the office premises, it is a very serious offense, no matter who they are. You should set an example for your company and take action in writing. Because next time, anybody will think twice before doing anything.

Regarding abusive language in the office, you may take these steps:

1. As an HR staff member, politely inform the person that using abusive language in the office/premises is in contravention of existing rules. Read out the rules in the presence of a witness.

2. Ensure that despite the bad behavior, he/she is treated with due respect in the presence of a witness.

3. Take the Union representative into confidence before taking legal action. Build a case with at least 3 instances of abuse, starting with warning instances.

4. Quietly gather intelligence on his/her interactions with co-workers, superiors, and subordinates - old habits die hard.

5. Find out if he/she is experiencing any family problems. Dependents should not suffer excessively because of the father/mother's misbehavior.

6. One fine day, file the case and address the issue firmly.

Regarding abusive language in the office, you may take these steps:

1. As an HR staff member, politely inform the person that using abusive language in the office/premises contravenes existing rules. Make sure to read out the rules in the presence of a witness.

2. Ensure that despite the bad behavior, he/she is treated with due respect in the presence of a witness.

3. Before taking legal action, take the Union representative into confidence. Build a case with at least three instances of abuse and warning instances.

4. Quietly gather intelligence on his/her interactions with coworkers, superiors, and subordinates as old habits die hard.

5. Investigate if he/she is experiencing any family problems. Dependents should not suffer excessively due to the father/mother's misbehavior.

6. As a last resort, take decisive action and dismiss the individual for their misconduct.

Please let me know if you need further assistance or clarification.

Hello,

I have noticed the use of abusive language in our office. Our senior office manager tends to use abusive language when giving orders or conveying information. This behavior is consistently exhibited, particularly in the presence of individuals who are not part of the organization.

I would appreciate your advice on the steps I should take to address this issue.

For any feedback, please send it to my email address "cismat007@hotmail.com."

Thank you,
Ismat

If any boss uses abusive language in the workplace, just give him a tight slap under his ear, and he will automatically correct himself and won't dare to blame anyone saying the junior did it.

Hi,
I would like to suggest that in such an incident, you could either go through the HR Business Partner (this position depends on the organization) or through the Manager. You can inform one of them stating that I have observed one of your team members using abusive language within the premises. We would like you to issue an initial warning, and if the behavior continues, we may have to take further serious action.

You can send the memo statement through email or a Word document. In fact, if it is a larger organization, they will have a particular policy for each misbehavior.

Dear Ismat,

Have a one-on-one conversation with your boss when he is in a good mood and discuss the following:

a. The working atmosphere is nice, and you feel enthusiastic about coming to work.
b. Understand that under work pressure, bosses may lose their cool, but that doesn't make them bad people.
c. Say this sentence, "Sir, however, it becomes extremely difficult to control oneself when you abuse me in front of an outsider. That hurts the ego in front of a stranger. We can make this a better place if you can avoid being abusive, etc."
d. If he is a human being with some self-respect, he will listen.

Hi,

Using abusive language or displaying any inappropriate material is a serious misconduct, and an employee can be terminated on the grounds of the Principles of Natural Justice.

Can somebody please send the format of the warning letter if any employee has used abusive language along with his co-employees.

---

Hi,

I have seen the email and will send it to you shortly.

Best regards

According to the Rules & Regulations set by the government, what steps can be taken against a person who uses foul language (abusing in front of employees, using profanity, insulting, yelling loudly during office hours, etc.) while on duty? Please assist me with this matter.