As a small business owner, you're responsible for managing your employees and making sure things get done properly and efficiently. But what do you do when a team member keeps falling short?
One way to deal with an underperforming employee is writing them up to explain where they're missing the mark—and, just as importantly, how they can improve. Not only does a reprimand letter help communicate performance issues with your employee, but it also helps you justify any possible consequences outlined by your employee handbook and policies—including termination of employment—if that employee doesn't turn things around.
Let's look at what to include when reprimanding an employee (in written form), a few poor performance write-up examples and templates you can use in your business, and best practices for writing an effective performance warning letter.
A poor performance write-up is a formal letter that informs an employee that their workplace performance needs to improve.
Issuing this type of write-up provides employees with feedback about their behavior, giving you the chance to help them improve and meet your company's expectations.
And because this type of write-up also acts as a written warning letter, a copy of this letter can (and should!) be included in the employee's personnel file—as it can help support your case in the event you need to take further action against the employee (like firing them) or defend against a legal claim (like an employee claiming they were fired over discrimination instead of performance).
These letters are also sometimes called a warning letter, employee reprimand, or letter of reprimand.
Warning an employee about performance issues can be challenging. Fortunately, these poor performance write-up examples and sample letter templates have you covered for any situation.
If you want to get started drafting your write-ups immediately, here are three examples to help you get started.
Here's a general poor performance write-up you can customize for your team members.
Text Copied to Clipboard
To: Harrison Builder, Carpenter, ABC Construction
From: Joe Hammer, Site Supervisor
CC: Corey Radmin, Human Resources
Date: August 15, 2023
Subject: Written Reprimand for Performance Issues
Per our conversation on [DATE] regarding your recent performance over the past six months, we have noticed a few instances where your work on the construction site has not fully met the required attention to detail. This includes three occasions where errors occurred, resulting in loss of time and materials:
We have also observed that the speed at which you complete tasks has been consistently slower than our project timelines allow, leading to delays in submitting progress reports to our project manager. Please note that these concerns were previously addressed in your meeting with your team leader on April 7 and during a verbal warning from management on June 16.
While we understand that everyone may experience occasional setbacks, it is essential to remember that ABC Construction Company has established policies in place to ensure the accuracy of our work and the satisfaction of our clients. The aforementioned issues not only affect our client's satisfaction but also place additional burdens on your colleagues and hinder the overall progress of the construction project.
In light of these concerns, you are required to review your training materials under the guidance of your team leader and complete the review by August 25. Until further notice, please refrain from finalizing any work without it being checked by your team leader for accuracy.
It's important to note that continued performance concerns may lead to additional disciplinary actions, up to and including termination of employment. This written warning will be included in your personnel file. However, please do not view this letter as a negative assessment of your entire contribution.
We value your work, and we want you to succeed. If you have any questions or concerns or need any clarification on the steps mentioned above, please do not hesitate to speak with your team leader or any member of management.
We are committed to supporting you as you work to improve your performance and continue to contribute to the success of our projects.
Joe Hammer, Site Supervisor
Please acknowledge receipt of this letter by signing below.
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This letter leans positive for those who feel the employee's mistakes are somewhat understandable and want to make sure the team member gets a ton of support to improve.
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To: Sam Polish, Flooring Installer, ABC Floors
From: Steve Hardwood, Manager
CC: Heath Benney, Human Resources
Date: August 15, 2023
Subject: Support and Training Opportunities for Performance Improvement
I'm reaching out to discuss a few concerns that have been raised regarding your recent work on May 9, May 17, and May 24. Some of our valued customers have provided feedback about the quality of the flooring installations at these job sites, and we have also received input from your foreman.
We recognize that you have recently completed your probationary period at the end of April, along with training under the guidance of a senior flooring installer. We value your dedication to improving your skills and growing with ABC Floors.
While these instances are not consistent with the high standards we strive to uphold, we also understand that you might benefit from some additional support. It's essential for all employees to focus on quality control and attention to detail to minimize any additional labor and supply costs. We believe you can achieve the high standards we expect.
To help you meet your full potential, we would like to offer you some additional training. Over the next three job sites, your foreman will provide closer supervision and guidance to ensure the highest quality of work. We understand that there may be challenges as you continue to learn and grow, and we are here to support you in achieving your best.
While we must maintain a record of this discussion in your personnel file, please know that we have been generally pleased with your work and believe in your ability to meet our expectations. We are excited about your potential contributions to the ongoing success of ABC Floors.
If you have any questions or concerns, please feel free to discuss them with me or your foreman.
Steve Hardwood, Manager
Please acknowledge receipt of this letter by signing below.
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This is letter has a stronger tone and may be useful if you're closer to the end of the line with a team member. This can help them understand the seriousness of the matter, however it's generally better to write in a more general or positive tone to encourage the employee to improve.
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To: Sabrina Risk, Sales Associate, ABC Clothes
From: Connor Ties, Manager
CC: Carla Form, Human Resources
Date: August 15, 2023
Subject: Written Reprimand for Poor Performance
Dear Sabrina Risk,
This letter affirms our conversation on [DATE] regarding your recent attendance issues and repeated tardiness in May, June, and July of 2023. As you are aware, we expect all of our employees to adhere to their scheduled hours and arrive on time. Unfortunately, you have not met these expectations consistently over the past three months.
As you may recall, you were counseled regarding the importance of punctuality and consistent attendance during the week of May 15 to May 19. Additionally, you were provided with resources on May 22 and May 24 to assist you in managing your time more effectively. Despite these interventions, you received a verbal warning on May 26 due to continued tardiness and failure to adhere to your assigned schedule.
Please be reminded that company policy requires all employees, once out of their probationary periods, to maintain regular attendance and arrive punctually for their scheduled shifts. Violations of this policy disrupt operations and place an undue burden on your colleagues.
If your attendance does not improve, and if you continue to be tardy more than three times by the end of September or fail to maintain perfect attendance and punctuality by the end of November, please be advised that we will take additional disciplinary action, up to and including termination of employment. This formal warning will also be added to your personnel file.
We understand that unforeseen circumstances can occasionally affect one's ability to arrive on time or maintain attendance. However, it is crucial to communicate these issues with your supervisor as soon as they arise. A representative from human resources will meet with you on Thursday, August 17, to develop an action plan to help you improve your attendance and punctuality.
Please do not hesitate to reach out if you have any questions or concerns. We are here to support you in addressing this issue and ensuring your success with our company.
Connor Ties, Manager
Please acknowledge receipt of this letter by signing below.
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