The term commonly used to describe the response to a Memorandum of Reprimand or Counseling statement is the rebuttal. A rebuttal is a written reply that may agree or disagree with the reprimand or present information not previously known that may mitigate any punishment.
Memorandums of Reprimand can have a negative effect on your career and serve as justification for more serious punitive action. If you received one unfairly or without justification, don't waste time. You should challenge it with a rebuttal as soon as possible.
A written response must be submitted in a timely manner, generally within 10 days of receipt of the Memorandum of Reprimand.
Below are examples of rebuttals. The overall tone should be civil and considerate. Not only will your supervisor read it but the Commander and his staff and your future supervisors may read it as well. The goal is to be conciliatory and persuasive. The first paragraph should be positive. Start off with a positive statement such as "I appreciate the opportunity to respond to the letter of reprimand that I received on 20 April 19 and would like to demonstrate my sincere support of the Unit by providing clarification of the conduct described" or some other positive remark.
In the second paragraph, explain the situation in detail but as briefly as possible. No one has time to read two or three type-written pages. Maintain a neutral tone and state the facts that led up to the situation. Don't ramble. Describe the event in a logical, chronological order and get right to the point. Then explain why you think the Memorandum of Reprimand wasn't completely justified or provide previously unknown information that may mitigate your actions.
In the final paragraph, call attention to your positive record. If you've been in the Army for five years without receiving any kind of disciplinary action, say so. If you have been in trouble in the past, avoid mentioning that and concentrate on positive accomplishments such as your involvement in the Honor Guard or Selection as Maintainer of the Quarter, etc.
It may help your case to mention the IG. Don't threaten to go to the IG if the reprimand isn't withdrawn. That will only make management dig in their heels and make damn sure it stays in your records forever. Instead, mention the IG in a polite way to let the reader know that you're aware of your options and resources. Write something like:
"I appreciate my supervisor's guidance and faith in my potential and am more committed to my career and the Army than ever before. I will make every effort to adhere to standards and improve my performance. To that end, I will make an appointment with the Inspector General's Office to ensure I understand my responsibilities on and off-duty and fulfill my responsibilities".
When management thinks that the situation will be reviewed by unbiased people outside the organization, they will take another look and make sure the reprimand is deserved, justified, and supportable. And they may quietly withdraw it without even telling you.
Use the last paragraph for closing comments. This will likely be the only time that you'll be invited to state your opinion on this matter so make sure everything you want to say is addressed. Let a friend proofread it to make sure it's readable. Make a copy and keep it for your records. Give the original to the person who gave you the reprimand.
It's your right to go to the Inspector General's office on base if you feel that you've been unfairly treated. If you intend to visit the IG, you should make every effort to let your supervisor know and give him or her a chance to withdraw the reprimand before you go. Normally, if you indicate in your answer that you intend to visit the IG, the memo will receive serious review and be withdrawn if it isn't fully supportable.
Examples
Response to Disciplinary Action Example 1
Response to Disciplinary Action Example 2
Response to Disciplinary Action Example 3
Response to Disciplinary Action Example 4
Response to Disciplinary Action Example 5
Response to Disciplinary Action Example 6
