GUIDELINES
- If you are not satisfied with an employee's work, and you don't see an improvement even after a detailed discussion, then write a letter. In this letter, directly state what improvements do you need on the employee's part. Give a deadline. Use clear and straightforward language, so that there is no misunderstanding. You can use this letter to justify any future action, if necessary. See "Document Employee Reprimands."
- Start by acknowledging the employee's good qualities.
- Now come to the point and discuss the employee's weaknesses openly. Point to the most recent incident that forced you to write this letter. Highlight the employee's behavior that needs improvement.
- Give an overview of the last discussion you had with the employee about his/her performance. (This review will serve as proof in the case of any future action)
- Clearly state how the employee can rectify the situation. Also, tell the reader about any punitive action that can be taken if his/her performance doesn't improve.
- Close the letter by expressing confidence in his/her ability to improve.
SAMPLE LETTER
[Address line]
[State, ZIP Code]
[Letter Date]
[Address line]
[State, ZIP Code]
[Subject: Normally bold, summarizes the intention of the letter] -Optional-
Dear [Recipients Name],
I am very much aware that the nature of your job can be very taxing and tiring for you. I know the stress that comes with it, and I am very much aware that there are days when you just cannot keep up with the pressure of it all. In our company, missing a deadline once or twice can be quite understandable. However, you have surpassed a substantial number of deadlines already - 6 to be exact, and this has affected everyone else's work as well. I have been receiving many complaints reporting that you have been doing the same with your other duties as well. We have already discussed this issue before, and you had guaranteed that you will change this. However, recent complaints state otherwise.
You are an asset to our company, and it would be disappointing to see you go, but if you continue this trend of being late, we shall be forced to terminate your contract with us.
Sincerely,
[Senders Name]
[Senders Title] -Optional-
[Enclosures: number] - Optional -
cc: [Name of copy recipient] - Optional -
Letter to reprimand an employee for not meeting the deadlines.
Further things to consider when writing reprimand letters to employees
Reprimand Letters
Reprimand letters are letters written to rebuke or criticize others because of their actions or behavior. These are usually written by supervisors at work and used as an official statement of a behavior an employee needs to improve. A reprimand letter specifically and clearly points out the behavior or performance problem an employee is supposed to improve as well as the consequences if he/she shows no improvement. In most cases, a reprimand letter is preceded by a formal verbal warning about the issue. It is one of the major elements that constitute a company's disciplinary process.
Effective reprimand letters use strong, yet respectable tone. Prior to writing, check to see that the company procedures and policies are in place. Start by mentioning the recipient's positive qualities or behavior. Make a clear statement of the performance issue or behavior that the recipient must improve. Explain how this has impacted the company negatively. Enumerate specific suggestions on how the recipient can improve the situation. Describe any actions that will be taken against the recipient if the situation doesn't change. End on a positive note that gives encouragement, demonstrates concern, or that expresses confidence that the recipient will resolve the issue.
Letters to Employees
Letters to employees are letters written to individuals who work for an organization or for another person. If you are an employer or manage a group of employees, the chances are that you will have to write to the employees at some point. It could be an introduction letter to introduce a new product or service to salespersons, a rejection letter to turn down an employee's request for a promotion, or a thank-you letter to thank an employee for his/her hard work. You could also write a termination letter to fire an employee for his/her poor performance. Whatever the reason for your writing, the letter must be formal and professional.
All letters to employees must be addressed with the proper names of the recipients. But if your message is intended for all employees in general, you can address your letter as "To all employees". State the purpose of the letter. Convey your message briefly but clearly, highlighting all the important details. If the issue that you are writing about requires further explanation, make sure to offer your explanation in a way that the recipient can easily understand. Wrap it up with a positive note or a call to action.
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