Strict Email on Quality Negligence

Strict Email on Quality Negligence

Letters Kate

No organization wants to compromise on the quality of work. When employees don’t work up to the mark, it shows they are negligent about their work. Companies use different strategies to handle such employees. These strategies are very effective in making employees respond and active about their jobs. One of the best ways is to write a strict letter or email to them letting them know about the seriousness of the matter.

What is a strict email on quality negligence?

This is an email sent to an employee who has compromised on quality and put the company’s name to shame. In it, the employer sends a rather harsh warning to the employee.

Why is a strict email written?

No employer wants to write a strict email as it compromises the relationship between him and the employer. However, at times, it becomes inevitable to write to the employee strictly. Often, the firm email is written after sending so many emails in a soft and requesting tone. When the employer notices that all his emails are falling on deaf ears and the employee does not seem to improve the quality of work, the authoritarian email is written.

Tips for writing the strict email:

  1. Don’t use harsh or unprofessional language because you want to sound unending and firm in your tone.
  2. The letter should specify how the employee has shown negligence and what evidence you have supporting your claim. If you have received complaints, mention the sources of the complaint. However, you don’t need to mention the name of the person who has complained. 

What is the purpose of writing the firm email to the employee?

We often see that the employee does not take his work seriously or only focuses on delivering the work within the specified time. The quality of his work is not on his priority list, and therefore, he often compromises the quality. When he receives the strict email, he realizes that he needs to focus on quality as much as he focuses on delivering the work. In this way, he will stop showing negligence in his work.

Writing a strict email to employees is not easy as it might hurt them. However, an employer was compelled to write it. Writing in an unbending tone does not make it necessary for you to get harsh. Rather, you can use appropriate wording to communicate your message while being kind at the same time.

Sample emails:

#1

I am writing to express my extreme disappointment at the unacceptable quality of products in the latest shipment received on (date). We have returned the substandard products to you and demand a full refund.

Despite our clear instructions, you have used low-quality raw material, resulting in poor quality of the final product. In addition, the finishing is also cheap. This is completely unacceptable. We are, therefore, giving you a last warning. You must improve the quality and bring it to the agreed-upon standards. If your next shipment fails our quality inspection, we will be compelled to dissolve our business agreement with you and look for alternate manufacturers.

For the time being, we expect you to take immediate action regarding our refund and deliver the next shipment on time. 

#2

This email serves as a final warning regarding your repeated failure to meet our quality expectations. Despite multiple discussions with you about our quality requirements, you have delivered another batch that does not meet the agreed-upon standards. This is unacceptable and extremely disappointing for us.

If immediate action is not taken to resolve this issue, we will be compelled to seek compensation and refund. We might also take legal action since you have not abided by the conditions of our agreement regarding quality.

This is your final warning, and our business contract will be terminated if quality issues persist.

#3

It has been brought to my notice that you are behaving diligently and unprofessionally. I have received so many complaints about the work you submit. You either do not understand how important it is to submit quality work or are completely careless towards your job. Due to your negligence, the company is incurring losses.

We often receive complaints from our customers too, which is why our loyal customers leave us. If you are not serious about your job, you can talk to your immediate supervisor and discuss your problems with him. I have sent you many other emails concerning your poor performance in the last few months. We have also given you the option to get training from your supervisor. However, you also did not pay any attention to this offer. This shows how serious you are with your job.

After seeing the number of years you have given to our company and your performance record, we have decided to give you another chance to improve the quality of your work. Your supervisor is warning you to improve your work quality and get yourself trained so that you don’t have to face such a situation again.

Suppose you fail to perform your job well and show conformance to our company’s standards of quality of work. In that case, the company has the complete right to terminate your employment without giving you any prior notice.

Regards,

Name of the sender

Designation of the sender

Signatures

Strict Email on Quality Negligence

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