Managing Below Standard Performance Template Letter

Date
Name of Employee
Work Address

Dear (Name of employee)

Final Warning

This letter confirms details of our discussions during a meeting that took place on (insert date) with
(insert name of witness - if applicable) also present. This letter formally advises you that your
performance of duties over the past (specify period) has continued not to meet the required standards
of a person at your level of employment and therefore I am issuing you a final warning.

I have raised performance issues with you previously at a feedback session (insert date) and formal
warning session (insert date), where performance improvement plans were developed. Copies of the
performance improvement plans are attached for your information.

The specific performance/behaviour issues of concern discussed during the meeting included:
(Insert performance/behaviour issues)

You were unable to provide a satisfactory explanation for these continued performance issues.

I have requested that your work performance continue to be assessed over a period of (insert
timeframe), commencing on (date).

(Name of assessor) has been assigned to assess your work performance over this period.

During the assessment period you must attain and sustain an acceptable standard of work
performance:
(Specify the standards you require and expect)

The consequences of continued underperformance may result in your employment being terminated.

To assist you in improving your performance, it has been agreed:

(Insert list of any additional support offered to help improve performance, eg. training).

Please sign this letter in the space below to indicate your acceptance and understanding of the above
conditions. A copy of this letter will be placed on your file.

If you have any specific questions regarding this matter you may contact (insert appropriate contact).

Regards,

(Insert name)

Acceptance
I accept the conditions detailed in this letter and understand the consequences of not meeting the
performance standards required of me.

________________________ ____________
(Insert name) Date

Please note, resources provided are guides to assist organisations to develop documents appropriate
to their firm situation. The resources may require changes to ensure they are adapted to the firms
specific circumstances in regard to any applicable laws that apply in your state or territory.
 (a) 1. Letter of Reprimand

This employee reprimand is issued to a manager. It is a

serious, ethical breach for a manager to overlook employee
confidentiality. Managers are held to a higher standard than this
manager exhibited.
A letter of reprimand to a manager is a rare event. Employers
would usually remove a manager who violates performance
standards from his or her management role before disciplinary
action was necessary.
To:
From:
Date:
Re: Letter of Reprimand
This is an official written reprimand for your failure to perform
the functions of your position appropriately to safeguard the
confidential knowledge you have acquired about the
employees who report to you. Revealing information, that was
shared with you in confidence by an employee, to other
employees, is a violation of the confidentiality rights of the
employee.
It is also a breach of your expected and entrusted managerial
role. In fact, even if the employee had not specified that the
information shared with you was confidential, discussing
employee business with another employee, under any
circumstances, is a failure on your part to perform your
expected management role. The severity of your actions
justifies the disciplinary action that could lead to employment
termination.
You have received verbal counseling for an earlier offense in
which you revealed confidential information entrusted to you by
an employee. With this letter of reprimand, I am reminding you

Please note, resources provided are guides to assist organisations to develop documents appropriate
to their firm situation. The resources may require changes to ensure they are adapted to the firms
specific circumstances in regard to any applicable laws that apply in your state or territory.
of the critical importance of safeguarding confidential
information that your role requires.
I am also reminding you of the critical importance that your
exercise of dependable good judgment as an employee
entrusted with management responsibilities requires. Because
of your position, further diligence in carrying out your
responsibilities is required for the future.
Another breach of our confidence in your ability to carry out any
of your expected managerial roles will result in additional
disciplinary action up to and including the possibility
of employment termination.
A copy of this reprimand will be placed in your official personnel
file.
Signature:
Supervisor Name:
Date:
(b) Acknowledgment of Receipt

I acknowledge receipt of this written reprimand. My

acknowledgment does not necessarily signify my agreement
with its content. I understand that a copy of this reprimand will
be placed in my official personnel file and that I have the right
to prepare a written response that will be attached to the
original letter of reprimand.
Signature:
Employee Name:
Date:
(c) 2. Letter of Reprimand

Employees who persist in behavior that makes them fail at their

jobs eventually need to formally hear about the problems. By
the time a supervisor reaches the point of needing to write a
Please note, resources provided are guides to assist organisations to develop documents appropriate
to their firm situation. The resources may require changes to ensure they are adapted to the firms
specific circumstances in regard to any applicable laws that apply in your state or territory.
formal letter of reprimand, he or she has likely invested several
hours of coaching and counseling in helping the employee
improve her performance.
Creating the paper trail that may lead to dismissal is prudent for
the employer. It also keeps the employee from being blindsided
when his employment is ended. It's always best to clearly state
the problems, the potential outcomes, and the needed
performance improvement in writing.
To:
From:
Date:
Re: Letter of Reprimand
This letter is a formal reprimand for the performance you have
exhibited on the job. Your work, despite encouragement
and regular coaching and suggestions from your supervisor, is
not improving.
We have also provided you with on-the-job training from three
of our most experienced employees, but you have
demonstrated that you don't learn the job. Your performance
was rated unsatisfactory by each of the assigned employee
trainer/mentors.
Your output remains 30% below the output of your average
coworkers. So, your speed, consistency, and dependability are
a problem when we are trying to fill customer orders. We can't
count on you to do your part.
You have approximately two weeks, although if we don't see
early progress, you will not get the full two weeks, to
demonstrate that you can learn and perform this job. If you
don't demonstrate immediate progress, we will terminate your
employment.

Please note, resources provided are guides to assist organisations to develop documents appropriate
to their firm situation. The resources may require changes to ensure they are adapted to the firms
specific circumstances in regard to any applicable laws that apply in your state or territory.
We will place a copy of this formal, written reprimand in your
personnel file in Human Resources.
Please take this advice seriously as our preference is always to
see employees succeed.
Signature:
Supervisor Name:
Date:
(d) Acknowledgment of Receipt

I acknowledge that I have received this written reprimand. My

acknowledgment does not mean that I agree with its contents. I
understand that you will place a copy of this reprimand in my
official personnel file. I also acknowledge that I have the right to
prepare a written response that you will attach to the original
letter of reprimand.
Signature:
Employee Name:
Date:

Please note, resources provided are guides to assist organisations to develop documents appropriate
to their firm situation. The resources may require changes to ensure they are adapted to the firms
specific circumstances in regard to any applicable laws that apply in your state or territory.
Your name
Company Name
Address of the Company
Date

Employee Name
Employee Designation/Position
Employee Department

Subject: Warning letter for poor performance.

Dear (employee name),

The company has been monitoring your performance since the last couple of
months, and it has unfortunately revealed that you are consistently not meeting the
targets which were set for you. It was appropriately explained to you on the first day,
that fulfillment of daily targets by each employee is of huge significance to the
company's growth. So, this attitude on your part was unexpected. The company has
huge expectations from you, and you should feel free to communicate any problems
from your side.

Take a note that your performance would be stringently reviewed in the coming
months, and a final decision would be taken depending on your performance in
these months. You would invite strict action in the form of termination, if any positive
action is not seen on your part.

Yours sincerely,
(Signature)
Your name

Please note, resources provided are guides to assist organisations to develop documents appropriate
to their firm situation. The resources may require changes to ensure they are adapted to the firms
specific circumstances in regard to any applicable laws that apply in your state or territory.
Your name
Company Name
Address of the Company
Date

Employee Name
Employee Designation/Position
Employee Department

Subject: Warning letter for poor performance.

Dear (employee name),

Monthly evaluation reports have revealed to us that your performance is not up to

the mark and satisfactory. The company intends to warn you through this letter, that
such consistent poor performance would not be tolerated for a long time. An overall
satisfactory performance is expected from you by the company.

This letter is to inform you that in the coming months your performance would be
under strict scanner, and a final decision would be taken after considering your
performance in these months. The company expects you to perform and contribute
in the company's growth. Feel free to talk out any problems from your side.

Yours sincerely,
(Signature)
Your name

Please note, resources provided are guides to assist organisations to develop documents appropriate
to their firm situation. The resources may require changes to ensure they are adapted to the firms
specific circumstances in regard to any applicable laws that apply in your state or territory.