A good performance management pack will contain sample letters that simplify the documentation of your employee performance issues. These letters will clearly define the specific performance problem and the actions required to resolve the performance issue within specified time.
The letters that you provide to your employees will form the basis for demonstrating procedural fairness, which will be useful if the employee does not resolve the performance issue.
The what makes a good leader team have developed letter templates that are
- structured to follow the performance discussion process, are
- completed during the performance discussion, and
- will demonstrate procedural fairness
Please take the time to review the letter templates on this page and assess their suitability for your region. (Industrial laws differ all over the world).
A good leader will document all emerging performance issues.
The Formal Written Warning
The first letter in the performance management pack is the formal written warning.
Use the formal written warning letter template after the first verbal warning did not resolve the employee performance issue and a second performance discussion identified that it would be reasonable to issue a formal written warning.
For more background information, refer to our
- Performance Management Flowchart
Refer to our counselling session structure guide
Employee
Performance Management
Formal Written Warning |
Date: |
/
/2
. |
Time: |
AM/PM |
Manager
Name: |
Managers
Position: |
Employees
Name:
|
Employees
Position: |
Further to previous
discussion on
/
/20
.. where you agreed to
achieving the following results/actions
1.
2.
3.
4.
|
As you have not achieved the required improvement I am raising the following concerns with you again
|
You have offered the following reasons for your performance not having improved in line with agreed expectations
|
I have explained that you need to make the following improvements in your performance
|
You have agreed to the following actions to
improve your performance
1.
2.
3.
4.
|
Next Progress Review |
Date: |
/
/2
. |
As a result of this meeting and taking into
account the employees responses, a formal performance warning is being issued.
Your are advised that unless the stated improvement occurs in the set timeframe
further disciplinary action might occur, including the issuing of a final
performance warning, which could lead to the termination of your employment. |
Signed by the person issuing the warning:
|
I understand the expectations of my manager, where my performance does not meet expectations and what I need to do to improve. I acknowledge that I have received a performance warning.
|
Signed by the employee:
|
Present
at the formal warning were (witnesses) |
Position
|
Name
and Signture |
1. |
1. |
2. |
2. |
3. |
3. |
4. |
4. |
The Final Warning Letter
The second letter in the performance management pack is the final written warning letter.
Use the formal written warning letter template after the first written warning did not resolve the employee performance issue and a third performance discussion identified that it would be reasonable to issue a formal written warning.
Employee
Performance Management
Final Warning |
| Date: |
/
/2
. |
Time: |
AM/PM |
|
| Manager
Name: |
Managers
Position: |
Employees
Name:
|
Employees
Position: |
Reference
to previous discussions
Informal discussion on
/
/20
First written warning issued on
/
/20
where the following actions
were agreed
1.
2.
3.
4.
|
As
you have not achieved the required
improvement I am raising the following concerns with you again
|
|
The impact of your
performance is
|
You
have offered the following reasons for your
performance not having improved in line with agreed expectations
|
It
was explained that the following improvements
were required
|
You
have agreed to the following actions to
improve your performance
|
| Next Progress Review(s) |
Date: |
/
/2
. |
| The
above
person was
advised that unless this improvement occurred in the set timeframe
you will be dismissed. |
Signed by the person issuing the warning:
|
| I
understand the expectations of my manager,
where my performance does not meet expectations and what I need to do
to
improve. I received a warning and I acknowledge that I received a
warning. |
Signed by the employee:
..
|
| Present
at the formal warning were (witnesses) |
| Position
|
Name
and Signture |
| 1. |
1. |
| 2. |
2. |
| 3. |
3. |
| 4. |
4. |
Thanks for reading our performance management pack
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| 
