An employee shouldn’t be surprised by a letter detailing his or her poor work performance. It’s ideal to meet with them as soon as an issue is discovered so they have a chance to make improvements.
A letter summarizing what was discussed in the current meeting and stating what will happen in the future without any adjustments on their behalf should be sent only when this doesn’t occur.
If you find yourself in the unfortunate position of having to terminate an employee’s job, you may do it with the help of this letter.
Sample 1: Letter for Notice of Unsatisfactory Performance
To: [Name of Employee]
After our meeting on [date] this letter is to confirm the issues we discussed in relation to your unstatisfactory performance in your position as [position title] in the company.
We now expect and require that the following improvements will take place with immediate effect.
[State necessary improvements e.g arrival on time every day, not using mobile phone on the shop floor]
Your performance will be reviewed again on [date].
We would like to support you during this time so please contact [name of person] should you have any difficulties with these requirements.
Sample 2: Letter for Notice of Unsatisfactory Performance
To: [Name of Employee]
I am disappointed that we had to have a formal meeting regarding your [conduct/performance] at work. Your Contract of Employment clearly states the standards we expect from our employees and so far you have fallen short in the following areas as discussed:
[list areas of concern here]
It is extremely important that we see improvements within the next [timescale] or we will have no option but to consider terminating your employment with us. I have arranged that [named employee] will spend time with you overseeing your [conduct/performance] directly, so please make use of their expertise and liaise with them directly if you have any queries about what is expected of you on a daily basis.
We will have a follow up meeting on the [date] with you and [named employee] will also attend to give their feedback. I hope you will take this matter seriously as I am sure you have the capability to be a valued member of the team if you really want to.
I look forward to hearing of your progress at our next meeting.