Utilize a warning letter when it is needed.
Employees can sometimes behave very badly that you have to stop them and give them a firm warning that has expectations and consequences. A warning letter helps the employee identify the implications of underperforming and safeguards them from dismissal. A verbal warning precedes a written notice. If the staff does not perform better but continues to be unproductive, he is served with a written notice that is filed in his personal file. A warning letter is not anything to be happy about as it puts you in the limelight. An alert message must be specifically written to address the problem at hand and ensure the employee understands it.
A sample of the employee performance warning letter
Mrs. Lucy Thomas,
8993 Birchwood Court
Hanover, PA 17331
31st October 2015
Mainland Developers Ltd
875 Brickell Ave.
Williamsport, PA 17701
REF: Underperforming warning letter
Dear Mrs. Thomas,
It has come to our observation that since you joined us in this company your performance level has never reached or exceeded the set goals, it has remained way too low than expected. You have appeared in the list of poor performers three consecutive times bringing your conduct to our attention. To the management and the company at large, this act is viewed as a willful insubordination and a negligence of duties that are in your capacity to perform.
Having received training and attended workshops to help you grasp what's required from you, we find that you have not utilized any knowledge acquired instead you have continually performed below the set targets is putting yourself in line for any necessary action the company may deem right.
You are at this moment warned that failure to improve on your work performance would invoke a more serious action from the company directors. You are also advised that any repetition of such poor performance will be dealt with severely.
As soon as you receive this warning letter, you are encouraged to submit a letter explaining why your performance has remained poor for an unacceptable amount of time. Also, your supervisor will hand you a plan to help you meet your targets in the next 30 days, and you are expected to report to him daily for accountability purposes. Be sure to follow the company laws and work hard as required keenly.
Kindly treat this matter with the seriousness and urgency it deserves.
Human Resource Manager,
Mainland developers Ltd.