Supervisors Guide to Admonitions and Reprimands
Author: CMSgt Harper & SMSgt Missel
Source: Original Doc
Table of Contents
1. The following guide
was developed by the 35th Supply Squadron Chief Enlisted Manager and First
Sergeant to provide general information and guidance in the proper documentation
of admonitions and reprimands.
Included among the various tools available to help supervisors meet their
responsibility for maintaining Air Force standards and accomplishing the Air
Force mission are administrative reprimands and admonitions. This guide
addresses only administrative reprimands and admonitions, as distinguished from
punitive reprimands administered as a result of either court-martial conviction
or of nonjudicial (Article 15) punishment.
a. An admonition is "an expression
of official displeasure or censure, oral or written, addressed to an officer
or airman for a special act." It is generally cautionary advice.
b. A reprimand is "a reproof,
either oral or written, more severe than an admonition, given to an officer
or airman, and carrying a strong implication of official censure."
4. Authority: While there is no
statutory authority for such actions, the authority to administratively admonish
or reprimand derives from the inherent authority and responsibility of
commanders and supervisors to correct and train those under their command or
supervision, and regulatory authority and guidance concerning those actions.
5. When Appropriate: Administrative
reprimands and admonitions may be issued to military members for minor
infractions and are generally appropriate only after counseling has proven
6. How to Issue: A reprimand or an
admonishment may be either oral or written. If issuance of such censure is
appropriate, that fact should be recorded; thus, writing is definitely
preferable. While there is no prescribed format for reprimands or admonitions,
it is appropriate to use a letter format addressed to the individual and signed
by the issuing official in original and one copy.
a. The content should basically contain a
brief statement of the facts constituting the infraction and a statement of
reprimand or admonition (see examples at the end). Additional information
may be required depending on expected disposition, such as entry in a UIF.
b. Other matters such as reminder of
specific duties, duty hours, etc., may be added as desired. The issuing
official should personally deliver the letter in private, preferably with an
explanation of the reasons this action was taken. Although not legally
required, the issuing official may concurrently consider and rebuttal or
mitigation by the individual.
a. Any superior (including civilians) may
give a reprimand or admonishment to any subordinate. If the issuing
official considers the written reprimand or admonition appropriate for
inclusion in the individual's UIF, the signed copy is forwarded to the
individual's immediate commander or high level commander. If the reviewing
commander concurs, he or she must notify the offender of the intent to place
the letter in the UIF, provide the offender an opportunity to respond to the
letter, and then inform the offender of the final decision. The easiest way
(and the preferred method) to ensure that all procedures are correctly
followed is to use AF Form 1058, but the necessary information may also be
contained on the letter of reprimand or admonishment.
b. Upon receipt of the referred admonition
or reprimand, the individual concerned must be given a reasonable
opportunity to gather, prepare and present matters in rebuttal and/or
mitigation. Normally three workdays are allowed for this preparation.
Additional time may be granted upon receipt of reasonable requests.
c. If the individual declines to submit
matters in his or her behalf, he or she should acknowledge in writing that
the opportunity to submit a statement was given but not utilized.
d. Upon receipt of the individual's matters
in rebuttal, mitigation or declination to submit such matters, the commander
must re-evaluate the correspondence to determine whether to forward the copy
and reply to the appropriate MPF for inclusion in the individual's UIF. The
commander has the following options:
(1) The correspondence may be forwarded
for placement in the member's UIF.
(2) In appropriate cases, the commander
my direct that the correspondence not be placed in the individual's UIF
and instead place it in the Unit Assigned Personnel Information File (PIF).
(3) If the commander is completely
dissuaded by the matters presented, and there's no other cogent reason
to put the correspondence in the Unit PIF, it should be destroyed.
e. The commander should notify the
individual of the action taken.
8. Retention in UIF:
a. Normal Retention Period:
As a general rule, administrative reprimands or admonitions will be removed
from UIFs and destroyed one year after the effective date of the reprimand
or admonition (date individual initially acknowledges receipt of unfavorable
information or declines to do so). This retention is subject to exceptions
for UIFs with multiple documents.
b. Early Removal: The command, or
successor, is authorized to withdraw and administrative reprimand or
admonition after it has been recorded or filed in the UIF when retention of
the document not longer serves a useful management purpose. If the document
was referred for filing in the UIF by a base or higher level commander,
removal consideration must be routed similarly. Early removal may be an
effective management tool.
First Sergeant, 35th Supply Squadron Enlisted Manager, 35th