In a company, situations arise wherein the employer should address issues such as poor performance immediately. Companies have rules and policies that you have to follow. These should be strictly adhered to by the employers with enough flexibility applied on a case to case basis.

Receiving and writing a reprimand letter may not be as simple as it sounds. The employer may feel uneasy in disciplining an employee. At the same time, the person who receives the letter feels embarrassed because a warning has been issued. Employers have the responsibility in addressing issues pertaining to company’s policies being followed in a professional manner.

In writing a letter to reprimand an employee for poor performance, you should make sure that the information and details regarding the employee’s performance are accurate and reliable. You should write it directly about the issue and not about any other irrelevant comments. You do not need to be harsh instead be polite.

You can highlight areas that need to be improved as well as the possible consequences if the employee fails to act in accordance to the instructions. Always leave a positive note on the last part of your letter to show confidence that the person will improve.

SAMPLE LETTER

February 10, 2010

David Johnson
143 Washington Street
Dear Mr. Johnson,

This is with regard to your performance for the past 6 months that you are employed with ABG Company. The management has already informed you four times during the evaluation sessions that your performance is not within the standards set for your position. You were also advised on what areas you should show improvement on.

We regret to inform you that your performance has not been satisfactory. We will be putting you on retraining for three weeks and this will serve as your probationary period as per the policy of the company. Your immediate manager and a training officer will be monitoring you.

Improvement as reported by the training team will serve as a condition for the company to decide if you will be taken back to production. Otherwise, the management has the right and authority to terminate you from your office with immediate effect.
It is advised that you take the three-week training period seriously. If you have any concerns about this retraining program, you can visit my office. I am confident that you will put your best efforts in proving your work again.

Best regards,
(Signed)
Simon Richardson
General Manager