A “Sample Letter To Inform Company Employee Performance Was Unsatisfactory” is a formal way to tell an employee their work isn’t meeting expectations. Managers or HR professionals often write these letters. It happens when verbal warnings haven’t improved performance.
Need to write one? We’ve got you covered. Creating this type of letter can be tough. Getting the tone and content right is key.
We’re sharing templates and examples. These samples will make writing easier. You’ll find the right words to use. Let’s get started!
Sample Letter To Inform Company Employee Performance Was Unsatisfactory
[Your Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject: Regarding Your Performance
Dear [Employee Name],
This letter addresses concerns regarding your recent performance at [Company Name].
We have observed [Specific instance 1 of unsatisfactory performance] and [Specific instance 2 of unsatisfactory performance]. This is below the expected standard for your role as [Employee Job Title].
We previously discussed these issues on [Date of previous discussion], and outlined steps for improvement. However, we have not seen sufficient progress.
To help you improve, we are providing a performance improvement plan (PIP), attached to this letter. This plan details specific goals, timelines, and resources available to you.
We are committed to supporting your development. We encourage you to discuss any challenges you face with your manager, [Manager’s Name].
Please be aware that continued failure to meet the required performance standards may result in further disciplinary action, up to and including termination of employment.
We hope that you will take this opportunity to improve your performance.
Sincerely,
[Your Name]
How to Write a Letter To Inform Company Employee Performance Was Unsatisfactory
Subject Line: Clarity is Paramount
- Keep it succinct. “Performance Improvement Notice” is straightforward.
- Avoid ambiguity. “Regarding Your Performance” is weak and unhelpful.
- Mention the review period if applicable. “Performance Review – [Date] to [Date]” adds context.
Salutation: Maintaining Professionalism
- Address the employee by their formal name. “Dear Mr./Ms./Mx. [Last Name],” is appropriate.
- Avoid overly casual greetings. “Hi [First Name],” is unsuitable for this context.
- Ensure correct spelling. A misspelled name demonstrates a lack of attention to detail.
Commencing the Body: Setting the Tone
- Begin with a clear statement of purpose. “This letter addresses concerns regarding your performance…”
- Acknowledge previous discussions, if any. “As discussed on [Date], this letter formalizes…”
- Avoid euphemisms. Be direct, but remain respectful and avoid acrimony.
Detailing Performance Deficiencies: Specificity is Key
- Provide concrete examples of subpar performance. “On [Date], you failed to [Specific Task]…”
- Quantify the impact if possible. “This resulted in a [Quantifiable Loss] for the company.”
- Reference company policies or expectations. “This is in contravention of company policy [Policy Number].”
Outlining Expectations and a Path Forward: Constructive Guidance
- Clearly delineate required improvements. “You are expected to [Specific Action] by [Date].”
- Offer resources and support. “The company will provide [Training/Mentorship] to assist you.”
- Establish a follow-up plan. “Your performance will be re-evaluated on [Date].”
Addressing Consequences: Transparency is Essential
- State the potential ramifications of continued underperformance. “Failure to meet these expectations may result in…”
- Avoid making threats. Focus on the potential outcomes, not punitive measures.
- Ensure consistency with company policy. The consequences should align with established protocols.
Concluding the Letter: Reinforcing Support
- Reiterate the company’s commitment to employee success. “We are committed to supporting your improvement.”
- Offer a final opportunity for discussion. “Please schedule a meeting to discuss this further.”
- Use a professional closing. “Sincerely,” or “Regards,” followed by your name and title.
Frequently Asked Questions: Unsatisfactory Performance Letters
This section provides answers to common questions regarding letters informing employees of unsatisfactory job performance.
Understanding the facets of such communication is crucial for maintaining compliance and fostering improvement.
What is the primary purpose of an unsatisfactory performance letter?
The primary purpose is to formally document performance deficiencies and communicate expectations for improvement.
What key elements should an unsatisfactory performance letter include?
Key elements include specific examples of unsatisfactory performance, clear expectations for improvement, a timeline for improvement, and consequences of continued failure to meet expectations.
Who should receive a copy of the unsatisfactory performance letter?
The employee should receive the original, and a copy should be placed in the employee’s personnel file, maintaining confidentiality within Human Resources.
What should be avoided when writing an unsatisfactory performance letter?
Avoid vague language, personal attacks, discriminatory statements, and promises that cannot be fulfilled.
What steps should follow the delivery of an unsatisfactory performance letter?
Follow-up should include regular monitoring of performance, providing support and resources for improvement, and consistent feedback throughout the improvement period.
Related: