Concern about performance letter template
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Use this model letter to notify an employee that you have a concern over their performance, that may warrant disciplinary action should it happen again.
This letter should be used after this is raised with the employee for the first time (before a verbal warning).
Why this letter is necessary
A Concern about Performance Letter is a document that is typically used by an employer to address an employee's unsatisfactory job performance. The letter is usually sent to an employee after the employer has noticed that the employee's work is not meeting the required standards or expectations.
The purpose of a Concern about Performance Letter is to bring the employee's attention to the areas where their performance is lacking and to outline the steps that the employee can take to improve their performance. The letter should be written in a professional and objective tone and should clearly identify the issues that need to be addressed.
The letter may include specific examples of the employee's unsatisfactory performance, such as missed deadlines, poor quality work, or failure to follow company policies and procedures. It may also outline the consequences of continued poor performance, such as disciplinary action, termination, or reassignment to a different role.
Overall, a Concern about Performance Letter is an important tool for employers to address and improve an employee's job performance. It provides a clear and formal way to communicate concerns and expectations, and can help to ensure that employees are meeting the required standards for their role.
Workflow sequence
Guide to performance improvement plans (PIP)
If you have employee performance concerns, this model guide will help you to agree improvement plans for them to achieve and maintain the standards expected.
First performance improvement plan (PIP) meeting notification letter template
Use this template to arrange the first formal performance improvement plan meeting after previous informal discussions have not produced any progress.
Practical example
Scenario: Concern About Performance Letter at HealthCare Limited
HealthCare Limited, a healthcare organisation, has observed a decline in the performance of one of its employees, Dr. Emma Harris, a senior physician in the cardiology department. Concerned about Dr. Harris's recent performance issues, her supervisor, Dr. Patel, decides to address the matter by initiating a dialogue to identify potential solutions.
Context
Dr. Emma Harris has been a valuable member of the cardiology department at HealthCare Limited for several years, known for her expertise and dedication to patient care. However, in recent months, there has been a noticeable decline in Dr. Harris's performance, characterised by missed deadlines, incomplete patient notes, and lapses in communication with colleagues.
Dr. Patel, Dr. Harris's supervisor, arranges to meet with Dr. Harris to discuss the concerns.
Meeting with Dr. Harris
During the meeting, Dr. Patel and Dr. Harris engage in an open and honest conversation about the concerns outlined in the letter. Dr. Patel listens to Dr. Harris's perspective and encourages her to share any challenges or obstacles she may be facing that could be contributing to her performance issues.
Together, Dr. Patel and Dr. Harris explore potential solutions to address the performance concerns, such as additional training or support, workload adjustments, or changes in workflow processes. They agree to develop a performance improvement plan (PIP) to provide Dr. Harris with structured guidance and support to address the identified areas for improvement.
Sending the Letter
In the letter, Dr. Patel adopts a supportive and constructive tone, expressing appreciation for Dr. Harris's contributions to the department while acknowledging the recent challenges in her performance.
Dr. Patel outlines the specific instances where Dr. Harris's performance has fallen short of expectations, highlighting the impact on patient care, team collaboration, and departmental efficiency. The letter emphasises the importance of addressing these performance issues promptly to ensure the continued delivery of high-quality healthcare services.
Follow-Up
Following the meeting, Dr. Patel follows up with Dr. Harris to provide any additional support or resources needed to implement the agreed-upon solutions. Dr. Patel remains actively involved in monitoring Dr. Harris's progress and providing ongoing feedback and support throughout the performance improvement process.
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Specifications
5 mins
204 words, 1 page A4
1 July 2024
[Company name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
I refer to our meeting held on [date] at which we discussed my concerns with regards to your performance. This letter serves as notification of the outcome.
During the discussion, I stated my concerns regarding your performance. Specifically, [insert brief summary of topics highlighted at the meeting]. I listened to your comments that [explain significant points made by the employee in the meeting].
As we mentioned, I want to make sure you have the resources you need to succeed in your job. As a result, I have promised to [insert information about what the employee's manager will do to assist his/her performance].
[You have agreed, in turn, that [insert specifics of measures employee has promised to do to enhance his/her performance].]
[OR
In order to perform at an acceptable standard, you must [insert details of what the employee must do to enhance performance].
I hope that these actions will raise your performance and that no additional action is required. If I do not observe the necessary progress, I may decide to take further steps, which may include formal action within the Company disciplinary procedure].
Meanwhile, if you have any questions concerning the issues highlighted in this letter, please do not hesitate to contact me.
Yours [faithfully | sincerely],
[Sender name]
[Sender job title]
[Sender telephone]
[Sender email]
[For, and on behalf of [Company name] ]
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