Sample Email For Poor Performance: A Guide for Employees

Subject: Performance Improvement – [Employee Name] – [Date]

Dear [Employee Name],

This email is to address some concerns regarding your recent work performance. We’ve noticed some areas where improvements are needed to meet the expectations of your role as [Job Title]. Specifically, we’ve observed the following:

• [Specific Problem 1, e.g., Missed deadlines on project X]
• [Specific Problem 2, e.g., Inconsistent quality of work in tasks Y]
• [Specific Problem 3, e.g., Difficulty communicating with clients on project Z]

We understand that everyone has off days, but these issues have been recurring. To help you improve, we suggest:

1. [Action Item 1, e.g., Prioritizing tasks using the provided time management tool.]
2. [Action Item 2, e.g., Reviewing the project guidelines for the next two weeks.]
3. [Action Item 3, e.g., Scheduling a weekly meeting to discuss any client communication challenges.]

We will schedule a follow-up meeting on [Date] at [Time] to discuss your progress. Your commitment to improvement is appreciated. Please come prepared to discuss your progress and any challenges you may be facing.

Sincerely,

[Your Name]

[Your Title]

Subject: Follow Up – Performance Improvement – [Employee Name]

Dear [Employee Name],

This email follows up on our previous conversation and the performance warning email sent on [Date of Previous Email]. During our follow-up meeting on [Date of Follow-up Meeting], we discussed [briefly mention key points of the meeting].

Since then, we have observed [mention positive observations, e.g., improvement in meeting deadlines] and also [mention any remaining concerns, e.g., continued issues with quality of work].

To ensure continued progress, we recommend:

• [Specific recommendation 1, e.g., Attending the training session on project management]
• [Specific recommendation 2, e.g., Seeking feedback from your mentor after completing each task]

We will schedule another meeting on [Date] to discuss your progress. Please be ready to share your progress on the recommended points.

Sincerely,

[Your Name]

[Your Title]

Subject: Performance and Attendance Concerns – [Employee Name]

Dear [Employee Name],

This letter addresses concerns regarding your performance and attendance. While your role at [Company Name] is valued, we’ve observed both performance and attendance challenges. Specifically:

• [Performance Issue 1, e.g., Incomplete project tasks on multiple occasions.]
• [Performance Issue 2, e.g., Failure to meet sales targets for the last quarter.]
• [Attendance Issue, e.g., Several instances of tardiness and unauthorized absences.]

To address these issues, we require that you:

1. [Action Item 1, e.g., Complete all assigned tasks on time.]
2. [Action Item 2, e.g., Submit a detailed plan to improve sales figures.]
3. [Action Item 3, e.g., Adhere strictly to the company’s attendance policy.]

A meeting will be scheduled on [Date] to discuss your plan and the improvement you will bring.

Sincerely,

[Your Name]

[Your Title]

Subject: Performance Improvement Plan – [Employee Name]

Dear [Employee Name],

This email addresses areas for improvement in your performance as a [Job Title]. We have noted that your performance is not meeting the expected standards due to some skill gaps, especially in:

• [Skill Gap 1, e.g., Using our CRM software.]
• [Skill Gap 2, e.g., Report writing.]

To assist you in achieving the required standards, we propose the following:

1. [Training, e.g., Enrollment in the upcoming CRM software training course.]
2. [Mentorship, e.g., Assigning you a mentor to guide and provide feedback on report writing.]
3. [Resources, e.g., Providing access to additional resources and guides on report writing.]

We will check your progress in [Timeframe], and provide additional support to you. Our goal is to help you succeed.

Sincerely,

[Your Name]

[Your Title]

Subject: Teamwork Performance Concerns – [Employee Name]

Dear [Employee Name],

This email is to address the effect your performance is having on teamwork. The goal of our company is to promote teamwork, and we’ve noticed certain issues affecting team collaboration. These include:

• [Teamwork Issue 1, e.g., Lack of cooperation with colleagues during group projects.]
• [Teamwork Issue 2, e.g., Reluctance to share your ideas with the team during meetings.]
• [Teamwork Issue 3, e.g., Issues with project communication with team members]

To help enhance your teamwork capabilities and support your colleagues, we recommend that you:

1. [Action Item 1, e.g., Participate actively in team meetings and offer your ideas.]
2. [Action Item 2, e.g., Attend the upcoming workshop on team collaboration.]
3. [Action Item 3, e.g., Take ownership of and communicate on any issues you have during projects.]

Please be prepared to discuss the actions you’ll take at your next performance review on [Date].

Sincerely,

[Your Name]

[Your Title]

Subject: Performance and Attitude Improvement Plan – [Employee Name]

Dear [Employee Name],

This email is to inform you that the recent standard of your performance has not matched our expectations. We’ve noticed that your attitude is also becoming a problem. These areas include:

• [Attitude Issue 1, e.g., Repeated expression of negative opinions about work assignments]
• [Attitude Issue 2, e.g., A lack of willingness to accept feedback for improvement]
• [Performance Issue 3, e.g., A lack of initiative in resolving project roadblocks]

To support you and correct this behavior, we are proposing:

1. [Action Item 1, e.g., To have regular check-ins with a mentor to enhance your approach on difficult assignments.]
2. [Action Item 2, e.g., To attend a professional workshop on communication and work ethics.]
3. [Action Item 3, e.g., To maintain open communication with colleagues for mutual benefit.]

Please make sure to schedule a meeting on [Date] to discuss your plans.

Sincerely,

[Your Name]

[Your Title]

Subject: Final Warning – Performance Improvement – [Employee Name]

Dear [Employee Name],

This email serves as a final warning regarding your continued poor performance. Despite previous warnings and improvement plans outlined in our emails on [Date of First Warning] and [Date of Follow-up], the issues of [Summarize main issues] persist.

Specifically, we have observed:

• [Specific issue 1, e.g., Continued failure to meet deadlines on critical projects.]
• [Specific issue 2, e.g., Continued lack of improvement in project quality.]

Failure to show immediate and sustained improvement in these areas may result in further disciplinary action, up to and including termination of your employment. We will monitor your performance closely over the next [Number] weeks/months. Your next performance review is scheduled for [Date].

Sincerely,

[Your Name]

[Your Title]