Writing an unsatisfactory performance letter can be tough for managers and HR professionals. These letters need to be clear, specific, and professional while documenting performance issues with employees.
Understanding Unsatisfactory Performance
Poor employee performance affects workplace productivity and team morale. Managing these issues requires clear identification of problems and their root causes.
Definition and Signs
Poor performance shows up when an employee fails to meet job requirements or standards.
- Common signs include missed deadlines, low-quality work, and frequent mistakes.
- Work that needs constant corrections or revisions points to performance problems.
- Missing basic requirements or skipping important steps in tasks shows inadequate attention to detail.
- Attendance issues like frequent tardiness or unexplained absences often signal deeper performance concerns. An employee might show up late, leave early, or take long breaks without permission.
Common Causes
- Personal problems can affect work quality. Stress, health issues, or family concerns might lead to distraction and mistakes.
- Lack of proper training stands out as a major reason for poor performance. When employees don’t receive enough guidance, they struggle with basic job duties.
- Unclear job expectations create confusion. Employees perform better when they know exactly what their manager wants.
- Poor communication between managers and staff often leads to misunderstandings. Regular feedback helps prevent many performance issues.
- Lack of motivation impacts work quality. This might happen when employees feel undervalued or see no growth opportunities.
Example Emails
Example 1
The first template focuses on attendance issues:
Sample Subject Line: Warning Letter – Attendance Concerns
“This letter serves as a warning regarding your frequent tardiness in the past month. You have arrived late on 12 occasions, which falls below our standards. We expect you to arrive by 9:00 AM daily.”
Example 2
The second template addresses quality concerns:
Sample Subject Line: Performance Warning – Quality Standards
“Your recent project submissions contain multiple errors and incomplete sections. The Johnson account report showed missing financial data and incorrect calculations. We require all reports to be thorough and accurate.”
Example 3
The third template deals with missed deadlines:
Sample Subject Line: Warning Notice – Missed Deadlines
“You have failed to meet project deadlines for three consecutive assignments. The marketing materials due on February 1st remain incomplete. Meeting deadlines is essential for our team’s success.”
Example 4
The fourth template covers behavioral issues:
Sample Subject Line: Warning Letter – Professional Conduct
“Your recent conduct during team meetings has been disruptive. On February 10th, you interrupted colleagues and dismissed their ideas. This behavior creates a negative work environment.”
Example 5
The fifth template addresses productivity concerns:
Sample Subject Line: Performance Warning – Productivity Standards
“Your current output of 15 customer cases per day falls significantly below the team average of 25 cases. This performance gap must be addressed within the next 30 days.”
Communicating Performance Concerns
Clear communication about performance issues helps both managers and employees work toward improvement. Managers should schedule private meetings to discuss concerns face-to-face.
Start with specific examples of the performance problem. “I noticed you’ve missed three project deadlines in the past month” works better than vague statements like “Your work is slow.”
Document every performance discussion in writing. Keep notes about what was discussed, agreed-upon action items, and timelines for improvement.
Consider these proven phrases for addressing concerns:
- “Let’s review the expectations for your role”
- “I want to discuss some concerns about your recent work”
- “These patterns need to improve by [date]”
- “What support do you need to meet these goals?”
- “Your current performance falls below our standards”
Give regular feedback about progress. Short weekly check-ins help track improvement and show the employee you’re invested in their success.
Move to formal written warnings if verbal discussions don’t lead to change. Written warnings should include:
- Specific examples of poor performance
- Clear expectations for improvement
- Timeline for making changes
- Consequences if changes aren’t made
- Required signatures from manager and employee
Keep emotions out of the conversation. Focus on facts and behaviors that can be measured and changed.
Set realistic improvement goals together. Break big changes into smaller steps the employee can achieve.
Setting Expectations for Improvement
Clear expectations and a structured improvement process help employees understand their performance goals and the steps needed to meet them.
Detailing Performance Expectations
Managers need to define specific, measurable goals aligned with the employee’s job description. Each goal should include target dates and concrete outcomes.
- The expectations must match the original role requirements. For example, a sales representative might need to “increase monthly sales by 20% within 90 days.”
- A written document outlines all performance standards. The document lists both quantitative metrics and qualitative behaviors needed for success.
- Regular check-ins allow managers to track progress and provide feedback. Weekly meetings work best to address concerns early and adjust goals if needed.
- Good performance metrics focus on what employees can control. Examples include customer satisfaction scores, project completion rates, or error reduction percentages.
Establishing a Performance Improvement Plan
The performance improvement plan (PIP) needs specific, time-bound objectives. A 30, 60, or 90-day timeline works well for most improvement plans.
- The plan should list required training or resources. This might include mentoring sessions, online courses, or additional tools needed for success.
- Managers must schedule regular progress reviews. These meetings track improvements and document any ongoing performance issues.
- The PIP should outline clear consequences. These could range from additional training requirements to potential job status changes.
- Related: How to Write a Performance Improvement Plan (PIP)
Documentation of all meetings and progress updates protects both parties. Emails, meeting notes, and performance tracking sheets serve as important records.
Follow-Up Actions
Clear steps and records keep the performance improvement process on track and create a trustworthy paper trail for future decisions.
Monitoring and Review
Regular check-ins let managers track employee progress against set goals. The supervisor should schedule weekly or bi-weekly meetings with the employee. Each meeting needs specific talking points about improvements and challenges.
Managers must document these meetings with short notes:
- Progress on action items
- New issues that come up
- Support or resources provided
- Employee feedback and concerns
The performance review timeline needs clear markers. Set 30, 60, and 90-day checkpoints to measure improvement. Each checkpoint should rate progress on the original issues from the unsatisfactory performance letter.
Documentation for Personnel File
Every document related to poor performance needs to go in the employee’s file. Start a dedicated folder for performance tracking materials.
Required documents include:
- The original unsatisfactory performance letter
- Notes from all follow-up meetings
- Email exchanges about performance issues
- Training or support materials provided
- Progress reports and evaluations
Make copies of all documents before filing. Date and sign each item as it goes into the file. Keep records in chronological order for easy reference. These files protect both the organization and employee if questions come up later.