What is a Performance Warning Letter?
A performance warning letter is a letter that managers write to warn employees of their poor performance. This letter serves as a disciplinary action towards an employee.
How to Write a Performance Warning Letter?
Every employee has their individual strengths. Some exert more effort than needed while some don't try at all. To formally address this situation, write a performance warning letter. Read our tips below.
1. State the Employee's Information
Start with salutation and greetings, state the employee's company information. Write his/her name, designation, length of tenure, and ID number. You can also include his schedule at work to give further information.
2. Point Out the Problem
This is where you write about the performance of the employee. Be honest and direct to the point. Point out the employee's poor performance by using facts and records without making him feel bad. Describe how his performance affects his work ethics and other people in the team.
3. Give the Warning
You have to warn the employee that maintaining his current work effort may deprive him of a performance appraisal. You may also include other consequences of poor performance that will surely affect the employee.
4. Prompt an Action
Ask the employee to reply to your letter immediately. There's always room for negotiation when it comes to poor performance. As a manager, you have to ensure that your staff gives their best to their individual tasks. And lastly, don't forget to keep a polite and formal tone when writing the letter.
What are the common factors for poor performance?
The common reasons for poor performance are:
1. Feeling of being overlooked and unappreciated
2. Non-alignment of tasks and skills of the employee
3. Low salary
4. Personal problems
5. Lack of motivation
6. Strained relationships with colleagues
7. Lack of challenge in the job
Does verbal warning come first than the written one?
In most companies, a verbal warning comes first before a written one with regards to a misconduct of an employee. However, if it's a grave misconduct, the employee receives a written warning.
How do you inform an employee of his poor performance?
If an employee has poor performance, it's best to talk to him privately. You have to avoid humiliating him in front of everybody. There may be reasons for his current performance. Talk to the employee calmly and ask appropriate questions related to the situation. That way, you would gradually know why he's not performing well. You can easily come up with a solution that benefits the employee and prevent one poor performance from affecting the whole workforce.
What can you do to improve your performance?
If you're performing poorly at work, you only have to keep going. Learn the ropes of the job and free yourself from distracting thoughts. You have to think of something that motivates you.
Can personal problems get in the way of performing well in your job?
That always depends on the situation. If the problem is way too alarming, it's best if you deal with it first above anything else.