Counselling Letter for Poor Work Performance

Counselling Letter for Poor Work Performance

Letters Kate

There are specific standards and targets of work performance expected from an employee. Poor work performance may entail a failure to meet targets, inability to meet deadlines, execution of rude or irresponsible behavior, absenteeism, etc.

If an employee is underperforming or performs poorly over time, a company must act. However, companies usually avoid taking serious punitive actions and choose to seek counseling first to rectify the situation.

Initially, verbal counseling or counseling sessions are arranged by supervisors, but if that does not produce fruitful results, a formal counseling letter for poor work performance is issued. The reasons behind the issuance of this letter could be:

  • The counseling sessions did not improve the employee performance.
  • The employee is not implementing the suggestions/ advice or the improvement plans.
  • The underperformance of one employee is affecting the whole company.
  • Documentation of counseling is required according to company policies.

This counseling letter is addressed to the underperforming employee and is written by the manager/supervisor of that employee. Generally, the format of a counseling letter for poor work performance includes the following details:

  • Date
  • Details of employee
  • Details of supervisor
  • Reason for counseling
  • Expectations and improvements required from the employee
  • A statement to show confidence in the employee

Through the counseling letter, an employer tries to rectify the situation and improve the employee’s performance. In addition, a supervisor wants to use all available options before taking serious action against the employee regarding termination. However, this letter is kept in the employee file and may be considered during evaluation.

Samples

#1

We are writing to address an important issue regarding your work performance. We have observed that you often fail to meet your deadlines. After your recent deadline extension request for the XYZ project, we have offered you some counseling to deal with this issue.

We suggest breaking down the project into achievable milestones. This strategy will help you achieve better progress. Moreover, you should also use project management tools. Various free apps are available on Android for this purpose. These tools can help you manage your time and track your progress.

It is extremely important to manage your deadlines for the organization’s overall success. Frequently missing deadlines or requesting extensions exhibits poor time management and a lack of discipline. Therefore, you must take measures to improve.

Feel free to reach out if you need further help.

#2

We are writing to address your tardiness at work. You mostly arrive an hour later than the office starting time. Punctuality is essential for maintaining a well-disciplined workplace.

We, therefore, strongly encourage you to maintain punctuality at the office. You should manage your morning routine and plan your commute to the office so that you can arrive on time.

We hope to see an improvement soon. Thank you for your attention to the matter.

#3

Dear Ms. Emily,

This letter serves as a letter of counseling for your underperformance over the last two years. You joined us in 20XX and showed good performance, even earning a raise. However, after that, you have shown declining work performance.

After the evaluation, your supervisor tried to sort things out informally and offered you help and advice in 20XX. However, your underperformance continued in 20XX as well. You lagged your target by 40%, which is not at all acceptable.

We have provided you with many counseling sessions and tried to inquire about your issues. I worked with you to make a performance improvement plan. That was designed for you based on your comfort and needs. However, nothing has given any improved results. We have recently received complaints of verbal abuse against you from your co-workers.

If something is hindering your work performance or you are unable to balance your work and life issues, kindly let us know so we may provide the required help. Your evaluation of 2018 will decide the fate of your employment contract with us.

We consider our employees our assets. You are our asset, and we do not want to lose you. We hope to see improved work performance regarding target achievement and your behavior.

Regards,

Smith John.

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Counselling Letter for Poor Work Performance
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