Handling Abusive Language in Emails: What Actions Can You Take Against an Employee?

In my organization, one employee used abusive language towards another employee in a written email. What type of action can I take against her?

Thank you.

Handling Abusive Language in the Workplace

In my organization, one employee used abusive language towards another employee in a written email. What type of action can I take against her?

Before taking any action, it is important to investigate the argument and the nature of the language used. It is highly unethical to use any form of foul language in emails. If her performance has been satisfactory in the past and you consider her an asset to the organization, you may consider having a private discussion with her to issue a warning. This should be done on the condition that she provides a written apology and also apologizes to the person to whom the offensive email was sent.

Where did this incident occur - in the office or outside the office? If it occurred in the office, issue a warning letter. A second warning will result in termination.

Regardless of whether the communication has been in the office or outside, if it pertains to an official subject, the abusive language used in the email amounts to misconduct. I agree with the suggestions above of addressing the employee regarding the abusive communication made by her in the cabin, advising her appropriately, and requesting her apology in confidence. If she fails to comply, please issue a warning. It is important that the discussion with the employee takes place in the presence of another executive from your department or her department, preferably a female.

Regards,
S.K. Johri

In such cases, whether abusive language is used within the organization or outside does not matter. The primary responsibility of HR is to maintain discipline and harmony, which can be assured by taking appropriate action at the appropriate time.

In my opinion, the employee must be served with a show cause notice and asked for a proper reply on the issue. Accordingly, further action can be taken after considering his or her reply.

Regards,
P. K. Sharma

Incident of Misconduct via Official Email

Whether the incident happened while communicating with official email IDs, then it is misconduct and action needs to be taken.

I would also like to know whether HR has circulated an Email Policy to all users prescribing the minimum email etiquette to be followed by all staff.

Regards,
R K Nair

Hi Apex Management, how will you handle issues involving employees' personal disputes, for example, if disputes occur in their homes or rooms? Should HR intervene in such situations?

If an employee sends an email using their official email ID, HR should issue a warning or take action as it falls under office premises.

Hello, you should speak to the employee in question and advise them not to use abusive language towards their colleagues again. I hope you can resolve the situation. Good luck!

A good workforce of any establishment or factory is an asset, and there is no harm if HR indulges in the settlement of any sort of complaint or dispute, whether within or outside the premises. Moreover, I do not see any harm if HR even gets involved in personal issues of the workforce. I remember when I was in service, I had settled certain minor disputes within the families of workers or their friend circle. I understood their problems, whether related to school admissions of their wards or medical treatment of their parents, by advancing money either from my employer or from my own pocket. At the same time, taking appropriate disciplinary action against the guilty is equally important to maintain discipline and a peaceful working environment. In this particular case, if the employee has used abusive language through email, it is on record, and HR can review it, understand the circumstances and situations, and decide on further action. It is a goodwill gesture, and you can win over the hearts of the workforce. They will definitely listen to your directions always.

Regards,
P K Sharma

Steps to Address Workplace Conflict

First, you need to conduct a meeting with both individuals at the same time. Discuss the issue and hear both sides. If you find that there is a need to issue a memo, you can do so with immediate effect. Otherwise, simply warn the person.