Writing an email to reprimand an employee for poor performance usually isn’t the first thing you do when an employee starts to perform poorly at work. When an employee performs poorly at work, there should be a verbal admonishment from the team lead, supervisor or boss. If the employee shows no signs of improving, then an email reprimanding them for poor performance would be the next logical step in the disciplinary process.
If the employee’s performance refuses to improve even after being reprimanded via email, then the next and final stage of the disciplinary process would be to let the employee go.
An official email reprimanding an employee for poor performance is essential as it allows the employee to change and become better at their tasks or jobs. It also helps in the documentation process as this goes into the employee’s file as a formal admonishment to do better at their jobs before they’re let go.
An email to reprimand an employee for poor performance shouldn’t be a vague email without any specificity. An email reprimanding an employee for poor performance should specifically and clearly state the parts of the employee’s performance that needs to improve. It should also include the timeline of the decline in the employee’s performance.
Lastly, an email reprimanding an employee’s poor performance should state the timeline where the employee’s performance would be re-evaluated and measured against the past to see if there’s any improvement and the consequences if there isn’t any.
An email sent to reprimand an employee for poor performance should also include ways in which the employees can improve their performance and meet expectations.
When writing an email to reprimand an employee for poor performance, the email should explain how the employee’s poor performance has affected the team and generally the organization’s success.
Who Should Write an Email to Reprimand an Employee for Poor Performance?
Before an email reprimanding an employee is sent, the employee’s manager or team lead should have had a word with the employee to admonish them for their poor performance.
Ideally, the person that should send the email reprimanding the employee should be the same person that did the verbal admonishment. This could be the employee’s superior officer, the manager human resource, the manager or anyone more superior. If this happens to be a big company with a functioning human resource department, then the head of the human resource department should be involved in all the formal reproof of the employee.
Give an Avenue for Employees to Respond
A healthy workplace allows employees to tell their problems and what hinders them from providing optimal service. From providing avenues for employees to respond to emails reprimanding them, you may discover that the reason behind their poor performance isn’t entirely theirs.
Sample Email to Reprimand an Employee for Poor Performance
Hello James Subject: Email of Reprimand This is a formal email to reprimand you that your performance is below expectation. In your job as a digital marketer, you’ve barely met your KPIs these last few weeks and it’s setting your team back. You’ve performed poorly in the following ways: 1. You’ve completely neglected to optimize the landing pages that your team member built. 2. You didn’t collect over 30% of the leads from the landing page. 3. Your team lead instructed you to run a retargeting campaign for Deluxe Pharmacy and you neglected the task. These are three extremely important tasks that have cost us quality leads and in the case of Deluxe, possible sales. Your team lead reminded you multiple times about each of the tasks here and you neglected to do the tasks. We take this as an unwillingness to perform your duties and this has increased the workload on the rest of your team members. An immediate improvement is required going forward. If you continue to neglect your duties, we will be forced to take disciplinary action even as far as terminating your employment. We believe that you’ll turn around and resume firing on all cylinders. We encourage you to reply to this email with any questions, suggestions or anything that you’d like to relay to management. Sincerely, Slade Wilson, Human Resource Manager
Sample Email to Reprimand an Employee for Poor Performance –Sample Two
Dear Isabel, The growth of your team and company at large depends on how well tasks are handled and how successful these tasks become. To achieve this, every team has precise goals and tasks they have to deliver in time. As you very well know, a particular task has to pass through at least 3 teams before it is launched. You hold an integral position in your team and as such your 100% input is needed to make sure everything functions as it should. However, for the past two months, you’ve barely delivered on your tasks. This has increased the workload on the rest of your team members trying to fill your shoes and pick up your slack to make sure operations runs as they should. You’ve received verbal warnings and admonitions from your team lead and you’ve not attempted to improve. Hence, the need for this formal email reprimanding you for poor performance. You are to meet with your team lead and Jaden from Human Resource tomorrow at 9 AM to discuss what the problem is and possible solutions. We believe you can turn this around and meet expectations. Regards John Constantine Manager Human Resources
Sample Email to Reprimand an Employee for Poor Performance – Sample Three
Dear Josh On meeting the manager, we understood that on September 19, 2077, you were reprimanded verbally by the Manager. You were reprimanded for failing to follow the work schedule. October 3, 2077, you were verbally reprimanded for the same thing. In order to leave early, you bypass the due process of sorting and filing the files alphabetically for easy collection from the collection team. You’ve been seen on multiple occasions just stuffing the files without regard for the proper filing method. This has increased the work of the collection team and now they have to spend time doing your job before proceeding to do theirs. This is completely unacceptable. There are routines established with each department in mind. The aim is for the teams to work seamlessly with each other. If any member of a team performs poorly, it sets members of the other team back and doubles their workload. This email reprimanding you for poor performance should be considered your last warning. You’re encouraged to reply to this email if there’s anything you’d like the management to know, or if you’d like to discuss whatever issues are hindering you from performing optimally. We have faith that you can turn this around and resume peak performance. Regards, Wayne Andrew
Sample Email to Reprimand an Employee for Poor Performance – Sample Four
Email to Reprimand a Previously Top-Performing Employee
Dear Simon, How are you? We’ve worked together for the past 2 years and I’m concerned about the steady decline in productivity these past couple of months. Your tasks barely met deadlines, and when you do submit work, it’s always riddled with errors. This is very unusual coming from you. I went down to human resources and was informed that you haven’t taken any time off this year. I suggest you take some time off to relax ad unwind. I am genuinely concerned about your wellbeing and want nothing more than to see firing on all cylinders again. The team hasn’t been the same without you. If there’s anything you’d like to talk about or anything the company can do to help make your job easier, do not hesitate to let me know. Sincerely, Jonathan Kent
Sample Email to Reprimand an Employee for Poor Performance – Sample Five
Dear Jefferson, This email is an official email to reprimand you concerning your poor performance at work. Upon employment, you were made to understand that there are certain standards we expect you to maintain concerning your duties. You created a proposal for Deluxe Carwash and it was riddled with errors. The same problem was noticed in the emails you sent to Justin’s Bakery. This is completely unsatisfactory. Your team lead has verbally reprimanded you on multiple occasions all to no avail. We expect to see improvements in the coming weeks or we’ll be forced to take disciplinary measures. You’re expected to meet with your team lead and the human resource manager at 9 AM tomorrow. You’re a valuable member of your team and this organization and we believe you can turn things around. Please let me know if there’s anything you’d like to discuss. Regards, Andrew Jacob
Writing an email to reprimand an employee via email is often a precursor to a termination of employment. Before writing an email to reprimand an employee, you should try to converse with them to find out what the problem is and how the organization can be of assistance. If there’s no apparent change in the employee’s performance, then an email to reprimand the employee for their poor performance would do.