Example Letter #1
I want to compliment you on your sales performance last month. You exceeded your goals in every category but one.
There is some bad news with this good news, however. At least two of your colleagues have complained that you regularly berate them. One said that you even called him an idiot in front of a customer. In this business there are few things more important than satisfied customers and happy employees, so I must ask you to seriously examine your behavior. At this point, I am asking only that you do some self-evaluation. Next week we can get together and discuss what else, if anything, needs to be done. I am sure you realize that there is no need to be abusive or rude to fellow employees, especially in front of customers.
I look forward to meeting with you next week. If you need to talk to me about this before then, feel free to drop by my office.
Example Letter #2
I have always appreciated your promptly arriving to work. However, after reviewing the monthly performance record, it is clear that you have once again failed to meet the minimum 75% production goal. I thought after our discussion last month that you were committed to raising your production goals.
I feel we must set some clear hourly production goals in order to increase your daily production. You will need to sew 25 sweatshirts each morning between 10-12 a.m. You will need to sew an additional 30 between 1:00 p.m. and 3:30 p.m. in order to meet a daily 75% production goal.
If you have any comments or questions about these goals, please feel free to call. I would be pleased to receive your input on how you can improve your production rate. I feel you are capable of much greater production goals and eventually a promotion to supervisor, but you must first overcome this problem.
Example Letter #3
In the time you have worked here you have grown professionally in many ways. Your successes in your first year were truly outstanding. This company is no place for resting on one's laurels, however. Your productivity in the last two months has fallen rather dramatically. I cannot sit by and let management talent such as yours go to waste. While I understand the need for up-to-date machinery, the night shift in your own shop is besting your output by nearly 30%. This is unacceptable. Please meet with me this Wednesday to discuss your plan to bring your productivity back up to its excellent former levels. I would also like to see some ideas on creating a more efficient work environment in your shop. Let's work together and get out of this slump.
Write Your Letter Step-by-Step
Compliment the employee on past performance or any special accomplishments.
Give the details about the incident or practice in question. Be careful not to insult the employee or employees involved. Communicate facts, not suspicions. If you have addressed this issue with this particular employee or group of employees before, mention it.
Include specific suggestions on how the employee can improve the situation. Include any goals you would like the employee to work toward. Let him or her know that you are willing to listen to another viewpoint.
To rectify this situation, please consult your Employee's Policies and Procedures Manual and reacquaint yourself with the company's policy regarding clothing. Please modify your apparel accordingly. During the next sixty days, we will evaluate your performance. We expect that you will improve your sales by at least 10%. We recognize that with the market in its present condition, this may not be easy, but it is certainly within your capabilities. We would suggest that you reevaluate the way you interact with our clients and that you treat them with more respect. We would also like you to attend the company's seminar on customer relations by June 6. The next one is scheduled for May 9. Please contact John Doe when you have finished the seminar and discuss the situation further with him. We recommend that you contact a specialist about your drinking problem. It would be a shame for this to become a threat to your job.
Close the letter on a positive note, assuring the reader that you believe he or she will take all necessary steps to rectify the problem.