5 Samples for Writing a Letter of Concern for Poor Performance in 2023

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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.

Why Are Letters of Concern for Poor Performance Useful?

There are many reasons why letters of concern for poor performance are useful.

First, a letter of concern for poor performance outlines the consequences of continued underperformance. This can serve as a wakeup call for the employee and motivate them to improve their performance.

Letters of concern for poor performance can also help maintain workplace standards and productivity. By addressing underperformance, employers and supervisors can ensure that all employees are meeting the necessary standards and contributing to the overall success of the organization.

Finally, they provide a formal record of an employee's underperformance. This can be helpful in case of legal disputes or if the employee challenges any disciplinary actions taken against them.

What to Include in a Letter of Concern for Poor Performance?

When writing a letter of concern for poor performance, there are a few key elements to include:

  • Introduction: Start by introducing the purpose of the letter, which is to address the employee's poor performance.

  • Details of performance: Outline the specific areas in which the employee is underperforming. Be as specific as possible and provide examples where necessary.

  • Consequences: Explain the consequences of continued underperformance, such as further disciplinary action or termination of employment. You can also include incentives to encourage them to improve.

  • Steps for improvement: Provide clear and actionable steps for the employee to improve their performance. This can include training, coaching, or additional support.

  • Closing remarks: End the letter on a positive note, expressing your hope that the employee will improve their performance and contribute to the success of the organization.

  • Use technology: Use Text Blaze to help you automate common work emails and eliminate repetitive typing through keyboard shortcuts. With Text Blaze, you can create templates that can be used in any site or app.


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Templates

Constructive Criticism Template

Constructive Criticism Template
Dear {formtext: name=name; default=John; cols=10},

We hope this letter finds you well. As you know, Dunko Inc. values excellence and integrity. Your current performance fails to meet these standards.

Please see the itemized list below outlining your performance issues: {formparagraph: name=insert performance failures here; cols=30; rows=4}

This feedback is not meant to make you feel bad. Our company believes that we can learn tremendously from our failures and improve who we are as people. However, that success is only achieved through self-reflection and action.

Let us know what we can do to support you in your journey with our company.

Sincerely,
_

Strict Warning Template

Formal Warning Template
Dear {formtext: name=name; default=John; cols=10},

After a continued poor performance, we regret to inform you that your failure to meet company objectives has resulted in a formal warning. Consider this notice to serve as such.

The reason for your formal warning stemmed from {formparagraph: name=insert performance failures here; cols=20; rows=1}.

We strive for excellence at TMZ and make these standards clear. If you continue to miss these standards, we will have no choice but to terminate your employment under company policy. That is not what we hope will happen.

Please give your manager a call on {time: MMM Do, YYYY; shift=>MON} at {time: LT} to discuss this matter. Thank you for your attention to this matter.

Best,
_

Light Warning Template

Light Warning Template
Dear {formtext: name=name; default=John; cols=10},

Please accept this letter as notice that you failed to meet your sales goals this month. Continuation of a failure to perform adequately will result in a formal warning.

Sales is a specialized skill that requires continuous training. We have determined that you may need extra support. Please stop by your manager’s desk today to schedule additional training.

{formtoggle: name=Bonus sales training; default=yes}We're also happy to offer you advanced training after hours if you are interested. {endformtoggle: trim=yes}
_

Formal Letter of Concern Template

Formal Letter of Concern Template
Dear {formtext: name=name; default=John; cols=10},

This letter serves to inform you about your failure to perform satisfactorily in your position as a {formtext: name=position; default=SDR; cols=8}. We’re concerned and want to see you succeed.

Here are our managerial team’s most significant concerns: {formparagraph: name=insert performance failures here; cols=30; rows=4}.

It’s your duty as a {=position} to set an example for the rest of the staff. If you continue to miss performance goals, it will result in disciplinary action.

What can we do to support you in your role? Let us know by the end of the week. A copy of this letter is going into your personnel file as well.

Sincerely,
_

Request For Resources/Help Template

Request For Resources/Help Template
Hi {formtext: name=name; default=John; cols=10},

Over the last several weeks, your manager informed us that your performance is suffering. This was a significant deviation from your past performance, and we’re concerned.

Your performance and success matter to us. Do you have the training and tools you need to accomplish your objectives? On {time: MMM Do, YYYY; shift=>MON}, human resources will visit your desk for retraining.

Continued poor performance will result in a formal warning as per our company policy. We hope to see progress by {formdate: YYYY-MM-DD; default={time: YYYY-MM-DD; shift=+7D}}.

Thank you for your time,
_

Conclusion

If one of your employees is underperforming at work, utilizing a letter of concern for poor performance can help motivate them, provide feedback, and improve their work.

Use Text Blaze and our free templates above to quickly send your letter of concern for poor performance. With Text Blaze, you can eliminate repetitive typing with just a few keystrokes.

Want to know the best part? It's free forever! You can get value out of Text Blaze without every paying $1.

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