A “Sample Letter To Employees Regarding Unsatisfactory Behaviour” is a formal way to address an employee’s conduct. It’s used when their actions don’t meet company standards. Managers often write it after verbal warnings fail to improve behaviour.
Need to write such a letter? Don’t worry, you’re not alone. Many HR professionals and managers face this. We’ve got you covered with practical examples.
This article provides ready-to-use templates. These samples will simplify your task. Easily adapt them to fit your specific situation.
Sample Letter To Employees Regarding Unsatisfactory Behaviour
[Your Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject: Regarding Unsatisfactory Behavior
Dear [Employee Name]
This letter addresses concerns regarding your behavior in the workplace. Specifically, on [Date(s) of incident(s)], the following occurred: [Describe the specific behavior(s) clearly and factually. Be specific. For example: “On October 26, 2023, you were observed using inappropriate language during a team meeting.” or “On November 1, 2023, you were late to work without prior notification.”].
This behavior is considered unacceptable because [Explain why the behavior is unacceptable. For example: “it violates our company’s code of conduct regarding respectful communication” or “it disrupts workflow and impacts team productivity.”]. This is in violation of company policy [mention specific policy if applicable]
We expect all employees to adhere to the company’s standards of conduct, which are outlined in the employee handbook. A copy of the handbook is available on [location of handbook].
We are requesting that you take immediate steps to correct this behavior. We are available to discuss this matter further and offer support to help you meet our expectations. Please schedule a meeting with [Name of Manager/HR Contact] within [Number] days to discuss this.
Failure to improve your behavior may result in further disciplinary action, up to and including termination of employment.
Sincerely,
[Your Name]
How to Write Letter To Employees Regarding Unsatisfactory Behaviour
1. Crafting the Subject Line: Clarity is Paramount
The subject line is the harbinger of what’s to come. Don’t be cryptic; be direct. It should encapsulate the essence of the letter without being accusatory. Consider these options:
- “Regarding Performance Concerns”
- “Follow-up on Recent Performance”
- “Addressing Professional Conduct”
A nebulous subject line breeds anxiety; a precise one, while potentially unsettling, allows the employee to mentally prepare.
2. Salutation: Maintaining Professional Courtesies
Even when broaching difficult subjects, civility is non-negotiable. A formal salutation sets the appropriate tone. Options include:
- “Dear Mr./Ms./Mx. [Employee’s Last Name],”
- “Dear [Employee’s Full Name],”
Avoid overly familiar greetings. Professionalism is a bulwark against misinterpretation.
3. Opening Paragraph: Setting the Stage with Finesse
The initial paragraph should succinctly state the purpose of the letter. Be forthright but diplomatic. Avoid accusatory language at this juncture.
Example:
“This letter addresses concerns regarding your performance [or conduct] as observed [specify timeframe]. We aim to provide constructive feedback and outline steps toward remediation.”
Nuance is key. A bludgeoning opening can be counterproductive.
4. Body Paragraphs: Delineating Specific Infractions
This is the crucial section where you meticulously outline the specific instances of unsatisfactory behaviour. Vagueness is the enemy. Each instance should be:
- Specific: Provide dates, times, and locations where the incident occurred.
- Objective: Focus on observable behaviours, not subjective interpretations.
- Impactful: Explain how the behaviour affected team dynamics, productivity, or company reputation.
Example:
“On October 26, 2023, during the team meeting, your comments were perceived as disrespectful towards a colleague, hindering collaborative discussion. This occurred again on November 2, 2023.”
Conciseness and factual accuracy are sacrosanct.
5. Expectations and Corrective Actions: Charting a Path Forward
Having illuminated the issues, clearly delineate the expectations for future behaviour. Furthermore, outline the steps required to rectify the current situation.
- State specific, measurable, achievable, relevant, and time-bound (SMART) goals.
- Offer support: Training, mentorship, or resources to facilitate improvement.
- Specify consequences: Outline the repercussions of continued unsatisfactory behaviour, potentially leading to further disciplinary action.
Ambiguity breeds noncompliance. Precision is paramount.
6. Closing Paragraph: Reaffirming Support, Impartially
Reiterate your commitment to the employee’s success while underscoring the importance of adhering to company standards. This is not about condoning the behaviour, but setting a tone that allows for improvement.
Example:
“We are committed to supporting your professional development and believe you can meet these expectations. We encourage you to take this feedback seriously and actively work towards improvement. We are available to discuss this further.”
End on a note of cautious optimism.
7. Formal Closing and Signature: Cementing Professionalism
End the letter with a professional closing, followed by your signature and printed name.
- Acceptable closings: “Sincerely,” “Regards,” “Respectfully,”
- Your signature (preferably handwritten)
- Your printed name and title
This final touch reinforces the gravity and formality of the communication. This is not a casual missive but a formal record.
Frequently Asked Questions: Unsatisfactory Behaviour Letters
This section addresses common questions regarding the process of issuing letters to employees concerning unsatisfactory behaviour.
Understanding these aspects can help ensure a fair and legally sound approach.
What constitutes “unsatisfactory behaviour” that warrants a formal letter?
Unsatisfactory behaviour encompasses any conduct that falls below expected workplace standards, including poor performance, misconduct, insubordination, or violation of company policies.
What information should be included in a sample letter addressing unsatisfactory behaviour?
The letter should clearly identify the specific behaviour, the relevant company policy violated (if applicable), the expected standards, and the consequences of continued unsatisfactory behaviour. It should also outline opportunities for improvement and support offered by the company.
Can an employee challenge a letter regarding their unsatisfactory behaviour?
Yes, employees typically have the right to challenge such letters. Companies should have established procedures for addressing employee grievances and ensure fair investigation of any challenges raised.
What is the legal standing of a letter addressing unsatisfactory behaviour?
The letter serves as documented evidence of the employee’s performance issues and the company’s efforts to address them. It can be a crucial piece of documentation in the event of disciplinary action or termination.
How should the letter be delivered to the employee?
The letter should be delivered in person, if possible, to allow for a discussion and clarification. It is also recommended to provide a copy to the employee and retain a signed copy for the employee’s personnel file.
Related: