Navigating Difficult Conversations: A Sample Email For Poor Performance

Subject: Performance Feedback and Areas for Improvement

Dear [Employee Name],

This email is to follow up on our recent discussion regarding your performance. I want to provide you with some specific feedback and discuss areas where we believe you can improve.

Specifically, we’ve observed [mention specific examples of poor performance, e.g., missed deadlines, errors in reports, inadequate communication]. For instance:

1. The [Project Name] deadline was missed on [Date].
2. The report submitted on [Date] contained [Number] errors.
3. Client [Client Name] expressed concerns about the communication style on [Date].

We value your contributions to the team and want to support your growth. We would like you to focus on [specific areas for improvement, e.g., time management, attention to detail, communication skills].

To assist you, we can offer [mention any support or resources, e.g., training, mentoring, additional resources]. We’ll schedule a follow-up meeting on [Date] to discuss your progress and address any questions you may have. Please come prepared to discuss these points and any challenges you’re facing.

Sincerely,

[Your Name]

[Your Title]

Subject: Feedback on [Specific Task/Project]

Dear [Employee Name],

I am writing to provide you with specific feedback on the recent [Task/Project Name] that you completed on [Date].

While we appreciate your efforts, the final result did not meet the required standards. Specifically, the following points need attention:

• [Describe the specific issue, e.g., The report contained inaccurate data on page 3.]
• [Describe the second specific issue, e.g., The formatting was inconsistent throughout the document.]
• [Describe the third specific issue, e.g., The client was not contacted as per the given guidelines.]

To improve in this area, consider [suggestions for improvement, e.g., double-checking data accuracy, using a consistent formatting template, following up with the client as per the guidelines]. We can also offer [mention any support or resources, e.g., additional training, mentoring] to help you succeed.

We are here to support you in improving your performance. Please schedule a time to meet with me to discuss this further and create a plan for improvement.

Sincerely,

[Your Name]

[Your Title]

Subject: Follow-up on Performance Improvement Plan

Dear [Employee Name],

This email is to follow up on your performance since the implementation of the Performance Improvement Plan (PIP) on [Date]. We previously discussed [briefly mention the key areas of the PIP].

After reviewing your recent work, we’ve observed [mention specific observations – positive and/or negative]. For example:

• [Positive example: “You have consistently met deadlines this month.”]
• [Negative example: “There have been a few instances where the quality of your work still needs improvement.”]

We want to emphasize that we are here to support you during this process. We will continue to monitor your progress and provide regular feedback.

We will schedule another meeting on [Date] to assess your progress and determine if the current plan needs any adjustments. Please come prepared to discuss the challenges and successes you’ve experienced.

Sincerely,

[Your Name]

[Your Title]

Subject: Regarding the missed deadline for [Project Name]

Dear [Employee Name],

I am writing to you regarding the missed deadline for the [Project Name] project. The deadline was [Original Deadline] and we were expecting the [deliverable] to be completed by this date.

We understand that unforeseen circumstances can sometimes impact timelines. However, the late submission of the [deliverable] has [explain the impact on the project or team, e.g., caused delays in subsequent tasks, affected our ability to meet our client’s expectations].

Please provide an explanation for why the deadline was missed. Also, please provide a revised timeline for completion and any support you require to ensure deadlines are met in the future. Let me know what steps you will take to avoid missing deadlines in the future. We expect all future deadlines to be met.

We are here to help you get back on track. Please schedule a meeting to discuss these issues.

Sincerely,

[Your Name]

[Your Title]

Subject: Feedback on Errors in [Project Name/Task]

Dear [Employee Name],

This email is to provide feedback on the [Project Name/Task] you recently completed. While we appreciate your effort, we noticed several errors that need to be addressed to maintain our quality standards.

Specifically, we have identified the following errors:

• [Describe the specific error, e.g., Inaccurate data in section 2.]
• [Describe the second specific error, e.g., Typos on page 5.]
• [Describe the third specific error, e.g., Incorrect calculations in the summary table.]

These errors have the potential to [explain the impact of the errors, e.g., undermine the credibility of the report, lead to misunderstandings with the client, etc.].

To prevent future errors, please consider [suggestions for improvement, e.g., proofreading your work carefully, utilizing spell-check tools, double-checking data sources]. We’re happy to offer assistance with [offer support, e.g., providing additional training on data analysis, pairing you with a mentor for review].

Please schedule a meeting with me to discuss these issues and outline a plan to ensure accuracy in your future work. We are here to support you.

Sincerely,

[Your Name]

[Your Title]

Subject: Feedback on Communication Skills

Dear [Employee Name],

This email is to provide feedback on your communication skills, as this impacts how effectively you work with clients and colleagues.

During recent interactions, we’ve observed the following:

• [Specific example: e.g., Communication with Client A wasn’t clear.]
• [Specific example: e.g., Email responses have been slow.]
• [Specific example: e.g., Colleagues have expressed concern about misunderstandings.]

Effective communication is critical for success in your role, as it directly impacts our client relationships and team collaboration. We would like you to focus on improving your [specific skills to focus on, e.g., clarity, responsiveness, active listening].

We’re happy to help you develop these skills. We can offer resources like [support, e.g., communication workshops, training on email etiquette, a mentor]. We are here to support you.

We will schedule a meeting to discuss further. We will provide a plan to improve. We expect improvements in the next [timeframe, e.g., month, quarter].

Sincerely,

[Your Name]

[Your Title]