A “Sample Letter To Inform Company Employee Performance Was Unsatisfactory” is a formal document. It tells an employee their work isn’t meeting expectations. Managers or HR staff often write these letters. It’s used when verbal warnings haven’t worked.
This article will give you ready-to-use examples. We’ll share different versions of this important letter. You can easily adjust them to fit specific situations. Think of these as helpful starting points.
Writing these letters can be tough. Our samples make it easier. You can communicate performance issues clearly. You’ll also maintain a professional tone. Let’s dive in and explore these useful letter templates.
Sample Letter To Inform Company Employee Performance Was Unsatisfactory
[Date]
[Employee Name]
[Employee Address]
Subject: Performance Improvement Plan
Dear [Employee Name],
This letter addresses concerns regarding your recent work performance. We have observed that your performance in several key areas has not consistently met the required standards for your position as [Employee Job Title].
Specifically, we are concerned about [mention specific examples of unsatisfactory performance. E.g., “the quality of your reports, which have contained several inaccuracies” or “your consistent failure to meet project deadlines”]. These issues have negatively impacted [explain the impact of the poor performance. E.g., “team productivity” or “client satisfaction”].
To help you improve and meet expectations, we are placing you on a Performance Improvement Plan (PIP) effective [Start Date]. During this period, we will closely monitor your progress and provide you with the necessary support and resources.
The specific goals and expectations for your improvement are outlined in the attached Performance Improvement Plan document. This plan includes clear objectives, timelines, and measurable targets that you are expected to achieve. We will schedule regular meetings to discuss your progress, provide feedback, and offer guidance.
We are committed to supporting your success and believe that with focused effort and dedication, you can meet the requirements of your role. Failure to demonstrate significant improvement within the specified timeframe, as outlined in the PIP, may result in further disciplinary action, up to and including termination of employment.
We encourage you to review the attached PIP carefully. Please sign and return a copy of the PIP to acknowledge your understanding of its contents and your commitment to improving your performance. We are confident that you can meet these expectations, and we look forward to seeing your progress.
Sincerely,
[Your Name]
[Your Title]
How to Write Sample Letter To Inform Company Employee Performance Was Unsatisfactory
Subject Line: Setting the Stage
- Begin with a subject line that is both direct and professional. Avoid ambiguity.
- Example: “Performance Improvement Required: [Employee Name]” or “Concerning Performance Review: [Employee Name]”
- A succinct subject line immediately alerts the recipient to the letter’s gravamen.
Salutation: A Professional Overture
- Address the employee respectfully.
- Use “Dear [Employee Name],” a standard professional greeting.
- Refrain from overly familiar or casual salutations.
Body – Paragraph 1: Articulating the Deficiencies
- Commence by explicitly stating the purpose of the letter: to address performance issues.
- Cite specific instances of unsatisfactory performance. Generalities are unhelpful.
- Quantify the impact of the subpar performance whenever possible.
- Example: “This letter addresses concerns regarding your performance, specifically your failure to meet sales quotas for the last three quarters, resulting in a 15% decrease in regional revenue.”
Body – Paragraph 2: Detailing Expectations and Support
- Clearly delineate the performance expectations that must be met.
- Offer support and resources to aid the employee in their amelioration efforts.
- Mention any performance improvement plans (PIPs) or training opportunities available.
- For instance: “To rectify this, we expect you to achieve a 10% increase in sales within the next quarter. We are providing you with access to advanced sales training and mentorship with our top-performing salesperson.”
Body – Paragraph 3: Setting a Timeline and Consequences
- Establish a definitive timeline for improvement.
- Clearly communicate the potential consequences of continued unsatisfactory performance, including possible disciplinary action.
- Avoid ambiguity; be forthright about the stakes.
- Example: “Your performance will be re-evaluated in 90 days. Failure to demonstrate significant improvement may result in further disciplinary measures, up to and including termination of employment.”
Closing: Maintaining Professionalism
- End on a professional and cautiously optimistic note.
- Offer continued support while reiterating the importance of improvement.
- Use a formal closing such as “Sincerely,” or “Regards,”.
- “Sincerely, [Your Name], [Your Title]” is a commendable approach.
Postscript: Documentation and Review
- State that a copy of the letter will be placed in the employee’s personnel file.
- Encourage the employee to schedule a meeting to discuss the contents of the letter further.
- Example: “A copy of this letter will be placed in your personnel file. Please schedule a meeting with me to discuss this further within the next week.”
Frequently Asked Questions: Unsatisfactory Performance Letters
This section addresses common inquiries regarding the process of informing an employee about unsatisfactory performance. Understanding these guidelines can help ensure clarity and fairness in communication.
What is the primary purpose of an unsatisfactory performance letter?
The primary purpose is to formally document performance deficiencies and provide a clear record of expectations for improvement.
What key elements should be included in the letter?
The letter should include specific examples of unsatisfactory performance, the impact of this performance, expectations for improvement, and a timeline for review.
How should I deliver the letter to the employee?
The letter should be delivered in person, ideally during a private meeting, to allow for discussion and clarification.
What should I do if the employee disagrees with the performance assessment?
Listen to the employee’s concerns, address any misunderstandings, and ensure they understand the performance expectations moving forward. Document their response.
What are the potential consequences of not addressing unsatisfactory performance?
Failure to address performance issues can lead to decreased productivity, negative impacts on team morale, and potential legal issues.
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