As a supervisor, you monitor the performance of employees who directly reports to you. You will need to conduct coaching sessions with your subordinates and you need to make sure that goals and client requirements are met. There will also be a time when you have to correct your subordinate’s behavior. Most supervisors/managers try to avoid this sometimes unpleasant task of giving a reprimand. However, you have a responsibility to your company, as well as to your team, to achieve productivity requirements set by your clients or company. Dismissing unproductive behavior often undermines not only the employee’s effectiveness, but also the success of the whole team.

In specific instances, you will have to give a warning to an employee when he or she intentionally disregards established office policy and procedures. Office reprimands or citations are placed in the employee’s personnel file serving as documentation of an unacceptable performance.

Here is a sample of warning citation:

SAMPLE LETTER

MEMORANDUM

TO: Name of Employee
Position
FROM: Name of Immediate Superior
Position
DATE:
SUBJECT: Written Warning

During our previous coaching sessions (list down dates of previous counseling sessions), I reviewed with you job performance concerns that you need to focus on to improve your productivity. Since that time, I have yet to see improvement in those areas and these problems continue to exist:

1. Low productivity
2. List down other areas noted

You are not meeting performance requirements that are expected from you by the company. You, as a Customer Service Representative, are a vital part of our office operations. (Indicate company requirement.) Your position requires you to achieve 95% productivity at all times to meet our client’s requirements.

Failure on giving improved performance may warrant further action which may lead up to dismissal.

I will closely monitor your performance and assess your progress over the next (specify time frame) to determine if your improvements have been satisfactory. We will sit down again to make my assessment of your progress and we will decide your status in this office. If there are concerns and questions that you may have, please do not hesitate to discuss them with me.

____________
Name of Immediate Superior – Position
Date

My signature acknowledges that I have read and understood this memorandum.

_____________
Name of Employee – Position
Date