Warning letter for poor performance 2023 (guide + free samples)

This post covers a warning letter for poor performance.

It is your duty as a manager to ensure that your employees do their work at an acceptable level.

In case of poor performance, you will need to address the situation to ensure everything is running in the company’s best interests.

However, it is advisable to identify the root of the issue before taking any disciplinary action against an employee for poor performance.

The cause will determine the course.

The employee can receive the proper training to enhance his performance, or you can motivate him through other methods, like offering him a raise.

If still no improvement then you need to employ this magic tool from the performance toolbox- A warning letter for poor performance.

Here I will guide you on everything you need to know about that magic tool, specifically, I will take you through;

  • What is a warning letter for poor performance?
  • Why do you need a warning letter for poor performance?
  • How to write an effective warning letter for poor performance
  • Warning letter for poor performance template
  • Warning letter for poor performance sample
  • etc.

What is a warning letter for poor performance?

A warning letter for poor performance is a brief statement of facts written by an employer to warn an employee concerning his poor performance and urge him to improve before taking further action.

This letter is delivered as a last resort in order to enhance employee performance.

A warning letter for poor performance is always used when the employee does not seem to improve despite several verbal warnings, meetings, and other means of redress.

Before resorting to a poor performance warning letter;

  • Determine the cause of the poor performance.
  • Verify whether training and assistance are needed to meet the basic standards.
  • Inform the employee of the consequences and the next steps to be taken after issuing the warning letter.
  • Make sure the employee comprehends the consequences and their results.

Why do you need a warning letter for poor performance?

The following are the reasons why you need to write a warning letter for poor performance to your employee

  • It is a formal method of confirming and addressing a poor performance issue with an employee.
  • It makes things look more serious
  • It offers an employee a chance to improve before facing further actions
  • It acts as evidence in case of any future concerns.
  • etc.

How to write a warning letter for poor performance

A warning letter for poor performance is written in a business letter format. Begin your letter with your address and contact information, followed by a date and the employee’s address, and state that you are writing to warn him about poor performance, provide the reasons for the warning, and include any further steps to be taken.

Finish your letter with SINCERELY followed by your name and signature.

REMEMBER the aim of your warning letter is to formally warn an employer of his poor performance

Therefore the following is how you can write an effective warning letter for poor performance to the employee.

  • Provide your name, address, and contact information
  • Include the date of the letter
  • Include the employee’s, address, and contact information
  • Include the employee’s name, title, and department
  • Open your letter by stating clearly that you are writing to warn about poor performance
  • Explain the parameters of the warning
  • Make reference to any relevant documents signed by the employee (employment contract, performance policies, etc)
  • Indicate your intention to take further actions in case of no improvement
  • Attach any necessary documentation (previous warning letters (in case of subsequent warning), minutes, etc.)
  • Be concise and to the point
  • Maintain a professional tone
  • Be honest

Warning letter for poor performance sample

The following is a sample of a 1st warning letter for poor performance (strongly worded)

Name
Title
Organization Name
Address
City, State, Zip Code
phone
email

or

LETTERHEAD

DATE

[Employee’s Name]
[Employee’s Street Address]
[Employee’s City, State, and Zip Code]

Dear [Employee’s last name]

This letter serves as a formal warning about your poor work performance. We have recently assessed your performance and found that it is far below our standards. The bad, if not the worse thing is even after numerous evaluations and training sessions, you are not seemed to improve it.

Please note and be warned that if you continue this way we will be left with no option except to take detrimental action against you.

Don’t push us to that limit. We request you improve your performance to serve our organization better.

Be informed, warned, and cautioned accordingly.

Sincerely

Signature

Name

Employee warning letter for poor performance

Dear Mr./Ms [last name of employee]

After carefully assessing your performance over several months we have discovered that your it is quite below our standards. Consequently, we have given you all the necessary advice and training to make sure you improve. To our surprise, we did not see any sign of improvement on your part.

Please be warned that if you will continue to act in this manner, we will have no choice but to take serious action against you.

After this letter, we are expecting the best from you.

Sincerely

Sign

Name

Second warning letter for poor performance

Dear Mr./Ms [last name of employee]

We regret to see that you have not improved your performance despite receiving a previous warning letter on [date], this shows how serious you are to destroy our business. Be warned that we are also very serious to protect it.

This should be your second opportunity to improve your overall performance; if you don’t make any progress, your employment will be terminated.

Sincerely

Sign

Name

Final warning letter for poor performance

Dear Mr./Ms [last name of employee]

This letter is intended to act as a final warning to you regarding your poor performance.

After several discussions and warning letters still we haven’t seen any improvement in your work performance.

This should be your final warning; if we don’t observe a change in your performance over the next 45 days, you will be fired without further warning.

Be informed, warned, and cautioned accordingly.

Sincerely

Signature

Name

Warning letter for poor performance pdf

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Isack Kimaro
Isack Kimaro

Editor-in-chief and founder of sherianajamii.com. Holder of Bachelor of Laws (LL.B) and Post Graduate Diploma in Legal Practice. Lawyer by profession and blogger by passion