As an HR professional, one of the trickiest tasks is addressing an employee’s performance issues. It’s a conversation that needs to be handled with care, clarity, and documentation. This article provides a guide and *Sample Email For Poor Performance* examples to help you navigate these situations. We’ll cover how to draft emails that are professional, clear, and help you document the issues and expectations.
Understanding the Importance of a Performance Email
Dealing with poor performance isn’t fun, but it’s a necessary part of maintaining a productive and fair workplace. A well-written email serves multiple crucial purposes:
- Documentation: It creates a written record of the performance issues, conversations, and expectations.
- Clarity: It ensures everyone understands the specific problems, the impact of those problems, and what needs to improve.
- Legal Protection: It helps protect the company from potential legal issues by providing evidence of attempts to address the performance issues.
Writing a good email about poor performance can be tricky. You need to be direct but also respectful. It is very important to be constructive and set out clear steps for improvement. This type of communication also establishes a clear timeline for improvement. Remember, the goal isn’t to punish, but to help the employee get back on track or, if that’s not possible, have a clear record for future decisions.
Before you start drafting, consider the company’s policies on performance management. Does your company have a specific process for performance improvement plans? Familiarize yourself with any required templates or procedures before you begin writing.
Always remember that these emails are serious and should be reviewed by HR or a legal counsel before sending them to an employee. The language is important, the tone is important, and the way you structure your message will contribute greatly to a smooth resolution.
Sample Email: Initial Notification of Performance Concerns
Subject: Performance Discussion – [Employee Name]
Dear [Employee Name],
This email is to follow up on our conversation on [Date] regarding your recent performance in the role of [Job Title]. During our discussion, we discussed [Specific examples of performance issues, e.g., missed deadlines, errors in reports, poor customer service interactions].
To clarify, the areas of concern are:
- [Specific Problem 1]
- [Specific Problem 2]
- [Specific Problem 3]
The expectations for your role include [List key expectations]. We would like to see improvement in these areas by [Date]. We will schedule a follow-up meeting on [Date] to discuss your progress.
In the meantime, please do not hesitate to contact me if you have any questions or require any additional support. Please prepare a written response to these concerns by our follow-up meeting.
Sincerely,
[Your Name]
[Your Title]
Sample Email: Detailing Specific Performance Issues
Subject: Performance Review – [Employee Name] – [Date Range]
Dear [Employee Name],
This email serves as a formal review of your performance during the period of [Start Date] to [End Date]. We have identified the following areas where improvement is needed:
- Project Deadlines: We have noted a recurring pattern of missed deadlines for project deliverables. Specifically, [Name of project] was delivered [Number] days late, and the [Name of another project] deadline was missed.
- Quality of Work: The quality of your [Type of work] has been below expectations. For example, [Give a specific example with details]. We are seeing [Describe the impact].
- Communication: There are noted instances of difficulty getting a response from you, resulting in [Explain the impact of this issue].
We expect you to improve these areas. We will support your progress by providing [Specific types of support or training].
A meeting has been scheduled on [Date] to discuss this further.
Sincerely,
[Your Name]
[Your Title]
Sample Email: Setting Clear Expectations and Goals
Subject: Performance Improvement Plan – [Employee Name]
Dear [Employee Name],
Following our discussion on [Date], this email formalizes your performance improvement plan (PIP). The goal of this plan is to help you meet the expectations of your role.
The following areas require immediate attention:
| Area of Concern | Expected Improvement | Timeline |
|---|---|---|
| [Specific Issue 1] | [Specific, Measurable, Achievable, Relevant, Time-bound (SMART) Goal] | [Date] |
| [Specific Issue 2] | [SMART Goal] | [Date] |
| [Specific Issue 3] | [SMART Goal] | [Date] |
We will meet on [Date] to review your progress. Your progress will be assessed based on the achievement of these goals. We are committed to supporting you by providing [Resources, Training, or Mentorship].
Please acknowledge receipt of this plan by replying to this email. If you disagree with any part of this plan, please come prepared to discuss it at our follow-up meeting.
Sincerely,
[Your Name]
[Your Title]
Sample Email: Providing Feedback on Progress (or Lack Thereof)
Subject: Performance Review – [Employee Name] – Update on Performance Improvement Plan
Dear [Employee Name],
Following our previous meetings and your PIP, this email summarizes the progress made, or lack thereof, in your performance. We are reviewing your progress on [Date of original email] and your achievements during the period [Start Date] to [End Date].
During this time:
- [Positive Achievement, if any, related to a SMART goal]
- [Specific issue – Did not achieve the goals]
- [Discuss why the goals weren’t achieved.]
Based on our review, [Clearly state the outcome: e.g., “progress has been observed,” “the goals were not met,” “improvement is still needed,”].
If performance has not improved, outline next steps which could include extension of the PIP, or other action. If progress is noted, acknowledge the positive developments and encourage the employee to stay on course. We will meet on [Date] to discuss your progress and next steps.
Sincerely,
[Your Name]
[Your Title]
Sample Email: Addressing Continued Poor Performance and Potential Consequences
Subject: Formal Written Warning – [Employee Name]
Dear [Employee Name],
This email serves as a formal written warning regarding your continued poor performance. Despite previous feedback, guidance, and the implementation of a Performance Improvement Plan (PIP) on [Date of PIP implementation], the areas of concern remain unresolved.
Specifically, [List the areas where performance is still lacking. Reference the previous emails, meetings, and PIP, citing specific examples].
The lack of improvement in these areas has a negative impact on [Explain the consequences, e.g., team productivity, client relations, company goals].
We are informing you that any further failure to meet expectations could result in [State the potential consequences, e.g., further disciplinary action, including suspension or termination of employment].
We understand that this is a difficult situation. We are open to discussing this matter further, and we are available to answer any questions you may have. Please contact [HR contact or direct supervisor] to set up a meeting to address the matters.
Sincerely,
[Your Name]
[Your Title]
Sample Email: Termination Due to Poor Performance
Subject: Termination of Employment – [Employee Name]
Dear [Employee Name],
This email confirms the decision to terminate your employment with [Company Name], effective [Date]. This decision is based on your failure to meet the required performance standards of your role, despite previous efforts to address the issues, including [mention all previous steps taken: verbal warnings, written warnings, PIP].
[Summarize the specific performance issues, referencing previous communications and PIP. Example: “As discussed in our meetings on [Date] and detailed in the Performance Improvement Plan dated [Date], your performance in [specific areas of concern, e.g., sales targets, customer service] has not improved as required.”]
[State the reasons the employee is being let go. Example: “Despite the support and the time given to you, there has not been sufficient progress and the goals set in your PIP have not been met.”]
Your final paycheck, including any accrued vacation time, will be [Explain how they will get their last check: e.g., mailed to your address on file]. You will also receive information about [Include information about benefits, COBRA, or other relevant information]. Please return all company property, including [List items to be returned: e.g., laptop, phone, company car], to [Location or person] by [Date].
We understand that this is a difficult time, and we wish you the best in your future endeavors. Please contact [HR contact or direct supervisor] for any questions regarding this notice.
Sincerely,
[Your Name]
[Your Title]
Writing emails addressing poor performance is a serious task, but it’s something that, handled the right way, can help your company or the employee. By using clear, specific language, providing examples, and being honest and fair, you can create email that document performance issues and set expectations for the employee. Remember to follow company policies, involve HR when needed, and always keep the goal of improvement and fairness at the forefront.