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If you're a manager or business owner, you understand the importance of getting things done efficiently.
However, employees might not always understand that, and sometimes require feedback to help improve their performance.
According to Gallup research, employees are almost 4 times likley to be more motivated and do better work if their manager provides feedback daily rather than annually.
This shows that feedback is a critical part of employee performance, but what if the employee's current performance is not where it needs to be? A letter of concern for poor performance might be a good next step.
A letter of concern for poor performance is a formal document that outlines an employee's inadequate performance and emphasizes the need for improvement. It's a crucial tool for employers and supervisors to provide feedback and help employees improve their work.
In this blog post, we'll discuss what letters of concern for poor performance are, why they are useful, what to include in them, and provide you with some templates to help you get started.
A letter of concern is a formal document that a manager or supervisor writes to address performance or behavior issues with an employee.
The purpose of a letter of concern is to clearly outline the problem, provide specific examples, and give the employee a chance to respond or improve.
It serves as a written record that can be referred to in future discussions and may be included in the employee's file for further reference.
The aim is not just to criticize, but to help the employee understand the impact of their actions and encourage a path to correction.
When writing a letter of concern for poor performance or other workplace issues, there are a few key elements to include:
The format of a letter of concern should be formal and structured to ensure clarity and professionalism.
Dear [Employee's Name],
Introduction (Purpose of the Letter) Text
Detailing the Issue(s) Text
Request for Employee's Input Text
Outline of Possible Consequences Text
Offer of Support Text
Conclusion Text
[Your Full Name] [Your Position]
Keeping the tone professional and the format clean will help convey the seriousness of the message.
Writing a letter of concern requires a thoughtful approach to ensure that the message is clear and constructive. Here’s how to do it step by step:
Start your letter by clearly stating its purpose. Mention that this is a letter of concern, and explain that you are writing to discuss specific issues regarding the employee's performance or behavior.
Detail the specific problems that have led to the letter. Provide clear examples and instances to illustrate these issues, such as missed deadlines, frequent tardiness, or any breaches in company protocol.
Explain how these issues violate company policies or fall short of the expectations outlined in the employee’s job description. This links their actions directly to the company’s standards and helps the employee see the discrepancies.
Allow the employee to provide their side of the story. This not only promotes fairness but also encourages open communication. Suggest a meeting or a written response by a specific date.
Inform the employee of the potential consequences if the situation does not improve. Whether it's further disciplinary action or a performance improvement plan, be clear about the next steps.
Conclude by offering help or resources the employee can use to improve. Whether it’s training sessions, counseling, or more regular feedback, show that the company is willing to assist in their improvement.
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