Sample Letter Terminating Employee as a Result of Bad Performance
I regret that [STATE GOAL NOT MET, ex. the cost overruns at your division have reached unacceptable levels]. As I mentioned in my memorandums of [DATE, ex. April 5] and [DATE, ex. May 10], and at our meeting of [DATE, ex. May 20], we procured your services with the mutual expectation of [GOAL, ex. your reducing costs at our Western Division plant].
I am forced, therefore, to terminate your employment as of [DATE]. [STATE ADDITIONAL TERMS OF TERMINATION, ex. Your company medical insurance plan will also be terminated at that time.] I regret that matters could not have been redressed in a more amicable manner.
Sincerely,
Showing posts with label Employee Performance. Show all posts
Showing posts with label Employee Performance. Show all posts
SAMPLE - LETTER WARNING #2: BAD PERFORMANCE
SAMPLE - Second Warning to Employee Regarding Bad Performance
[FIRST NAME, ex. John], I am truly becoming concerned about [STATE NATURE OF BAD PERFORMANCE, ex. the cost overruns at your division]. As we discussed when we hired you, and as I mentioned in my memorandum of [DATE], we procured your services with the mutual expectation of [GOAL, ex. your reducing costs at our Western Division plant].
It is for this reason, [FIRST NAME, ex. John], that I want to get together with you to discuss and delineate a plan to [GOAL, ex. turn this plant around]. I want to keep you as a valued employee; that’s why I sincerely hope we can accomplish this goal together.
Please contact me at your earliest convenience.
[FIRST NAME, ex. John], I am truly becoming concerned about [STATE NATURE OF BAD PERFORMANCE, ex. the cost overruns at your division]. As we discussed when we hired you, and as I mentioned in my memorandum of [DATE], we procured your services with the mutual expectation of [GOAL, ex. your reducing costs at our Western Division plant].
It is for this reason, [FIRST NAME, ex. John], that I want to get together with you to discuss and delineate a plan to [GOAL, ex. turn this plant around]. I want to keep you as a valued employee; that’s why I sincerely hope we can accomplish this goal together.
Please contact me at your earliest convenience.
SAMPLE - LETTER WARNING #1: BAD PERFORMANCE
SAMPLE - Initial Warning to Employee Regarding Bad Performance
We value your work with us as an employee, and we hope we can continue procuring your services on mutually-beneficial terms. As we discussed on [DATE], our chief objective is to [GOAL NOT MET, ex. reduce costs at our Western Division Plant]. Indeed, this is precisely why we procured your expertise.
You will understand, hence, that I become concerned when I hear of [STATE NATURE OF BAD PERFORMANCE, ex. significant cost overruns in that division]. I know you to be an extremely skilled, able and experienced individual. For this reason, I am completely confident in your ability to [GOAL, ex. turn this plant around and eliminate the cost overruns].
[FIRST NAME, ex. John], I understand the nature of your work is not easy. In fact, we hired you exactly because we knew of you abilities to handle tough situations. I want you to know that I will stand behind you and aid you in any way I can.
Please contact me if there is something I can do for you.
We value your work with us as an employee, and we hope we can continue procuring your services on mutually-beneficial terms. As we discussed on [DATE], our chief objective is to [GOAL NOT MET, ex. reduce costs at our Western Division Plant]. Indeed, this is precisely why we procured your expertise.
You will understand, hence, that I become concerned when I hear of [STATE NATURE OF BAD PERFORMANCE, ex. significant cost overruns in that division]. I know you to be an extremely skilled, able and experienced individual. For this reason, I am completely confident in your ability to [GOAL, ex. turn this plant around and eliminate the cost overruns].
[FIRST NAME, ex. John], I understand the nature of your work is not easy. In fact, we hired you exactly because we knew of you abilities to handle tough situations. I want you to know that I will stand behind you and aid you in any way I can.
Please contact me if there is something I can do for you.
SAMPLE - INTEROFFICE MEMORANDUM - AWARD, TEAM RECIPIENT
SAMPLE - INTEROFFICE MEMORANDUM - AWARD, TEAM RECIPIENT
SUBJECT: [ NAMES OF TEAM MEMBERS] Receives Team Award
In unity, there is strength enough to construct a colossus. From the foundation to the ridgepole, the parts reinforce and support one another to create a cathedral that will echo with the sounds of success. [COMPANY NAME] prospers because of the synergism our employees individually and collectively provide in building solidarity.
Recently, we asked several within our organization to select the team that displays productive fellowship and a unified winning spirit. The results clearly show that teamwork is pervasive throughout the ranks. We had so much difficulty selecting the best partnership that we are contemplating bestowing more than one award in the future.
This year, I am pleased to announce that the winners of [COMPANY
NAME]'s team award are: [ NAMES OF TEAM MEMBERS]. Their coordination and diligence exemplify the principle that mastery of the whole
requires mastery of the parts. Please join me in congratulating every
team member for this prestigious recognition of their collective contribution.
SUBJECT: [ NAMES OF TEAM MEMBERS] Receives Team Award
In unity, there is strength enough to construct a colossus. From the foundation to the ridgepole, the parts reinforce and support one another to create a cathedral that will echo with the sounds of success. [COMPANY NAME] prospers because of the synergism our employees individually and collectively provide in building solidarity.
Recently, we asked several within our organization to select the team that displays productive fellowship and a unified winning spirit. The results clearly show that teamwork is pervasive throughout the ranks. We had so much difficulty selecting the best partnership that we are contemplating bestowing more than one award in the future.
This year, I am pleased to announce that the winners of [COMPANY
NAME]'s team award are: [ NAMES OF TEAM MEMBERS]. Their coordination and diligence exemplify the principle that mastery of the whole
requires mastery of the parts. Please join me in congratulating every
team member for this prestigious recognition of their collective contribution.
SAMPLE - INTEROFFICE MEMORANDUM - AWARD, TEAM ANNOUNCEMENT
SAMPLE - INTEROFFICE MEMORANDUM - AWARD, TEAM ANNOUNCEMENT
SUBJECT: We're Looking for the Winning [COMPANY NAME]
Team
There are few professions in which competence alone leads to success. A quarterback needs someone to receive the pass; a director needs an actor to follow his directions. Life is full of interdependent relationships in which cooperative efforts achieve the best results.
Teamwork is an overarching goal of [COMPANY NAME]. We believe that collective enthusiasm, motivation, and perseverance are the factors that separate success from failure. Among our diverse personnel and responsibilities, there are teams that prove and promote this corporate goal.
Soon, you will receive a nomination form for this year's notable team award. We want to know why your quarterback deserves the Theismann trophy. How your defensive ends support strategic plays. And what your team has done to win the Super Bowl of [COMPANY NAME] team awards.
Look for this form in your mailbox, and be sure to complete it by the requested date. As their coach, you will be in line for a commendation too. A team is only as good as the coach who counsels, educates, and sponsors the players.
SUBJECT: We're Looking for the Winning [COMPANY NAME]
Team
There are few professions in which competence alone leads to success. A quarterback needs someone to receive the pass; a director needs an actor to follow his directions. Life is full of interdependent relationships in which cooperative efforts achieve the best results.
Teamwork is an overarching goal of [COMPANY NAME]. We believe that collective enthusiasm, motivation, and perseverance are the factors that separate success from failure. Among our diverse personnel and responsibilities, there are teams that prove and promote this corporate goal.
Soon, you will receive a nomination form for this year's notable team award. We want to know why your quarterback deserves the Theismann trophy. How your defensive ends support strategic plays. And what your team has done to win the Super Bowl of [COMPANY NAME] team awards.
Look for this form in your mailbox, and be sure to complete it by the requested date. As their coach, you will be in line for a commendation too. A team is only as good as the coach who counsels, educates, and sponsors the players.
SAMPLE - INTEROFFICE MEMORANDUM - AWARD, EMPLOYEE OF THE MONTH RECIPIENT
SAMPLE - INTEROFFICE MEMORANDUM - AWARD, EMPLOYEE OF THE MONTH RECIPIENT
SUBJECT: [ NAME OF AWARD RECIPIENT] Receives Employee of the Month
Award
Being average is no longer good enough in this competitive world.
Information flows and market conditions change faster than ever
before.
To continue meeting [COMPANY NAME] goals, we are taking a proactive position. Promoting above average performance continues monthly in the recognition of special team members with our Employee of the Month Award. It gives me great pleasure to welcome [ NAME OF AWARD RECIPIENT] into our [COMPANY NAME] achiever's hall of fame for the month of [MONTH AWARDED].
Time after time, [ RECIPIENT'S GENDER] has taken the initiative in promoting the highest standards of team activities. A listing of every contribution [ NAME OF AWARD RECIPIENT] has made to our company
would take many pages. The nominations drew particular attention to [
RECIPIENT'S GENDER] efforts in [ DESCRIBE THE REASON].
Join me today in personally congratulating [ NAME OF AWARD RECIPIENT] for a winning performance. Mediocrity certainly has no place in [ RECIPIENT'S GENDER] vocabulary!
SUBJECT: [ NAME OF AWARD RECIPIENT] Receives Employee of the Month
Award
Being average is no longer good enough in this competitive world.
Information flows and market conditions change faster than ever
before.
To continue meeting [COMPANY NAME] goals, we are taking a proactive position. Promoting above average performance continues monthly in the recognition of special team members with our Employee of the Month Award. It gives me great pleasure to welcome [ NAME OF AWARD RECIPIENT] into our [COMPANY NAME] achiever's hall of fame for the month of [MONTH AWARDED].
Time after time, [ RECIPIENT'S GENDER] has taken the initiative in promoting the highest standards of team activities. A listing of every contribution [ NAME OF AWARD RECIPIENT] has made to our company
would take many pages. The nominations drew particular attention to [
RECIPIENT'S GENDER] efforts in [ DESCRIBE THE REASON].
Join me today in personally congratulating [ NAME OF AWARD RECIPIENT] for a winning performance. Mediocrity certainly has no place in [ RECIPIENT'S GENDER] vocabulary!
SAMPLE - INTEROFFICE MEMORANDUM - AWARD, EMPLOYEE OF THE MONTH ANOUNCEMENT
SAMPLE - INTEROFFICE MEMORANDUM - AWARD, EMPLOYEE OF THE MONTH ANNOUNCEMENT
"Passing the buck" was first described by Mark Twain in 1872. During early American card games, a piece of buckskin was passed from player to player indicating the one who was next in line to deal. The phrase referred only to a shift in duty with no hidden meaning.
Today, passing the buck has a negative connotation that is incompatible with [COMPANY NAME]'s team spirit. We want our players to help one another strive to meet individual and department goals. Whether through a seemingly small or easily recognizable effort, a day does not go by without someone in our company going the extra mile for everyone's benefit.
We thank those special employees for their inspiring actions every month through our Employee of the Month Award. These people don't believe in passing the buck and regularly perform beyond all expectations in their job descriptions. Their careers encompass more than the duties outlined on a piece of paper.
Soon, you will be receiving a nomination form that will help us select the recipient of [COMPANY NAME]'s Employee of the Month Award. Winners are given [ LIST WHAT AWARD RECIPIENT RECEIVES]. Think about how you could win and put those thoughts into action not just today but every day. Passing the buck is best left in card games and out of our professional careers.
"Passing the buck" was first described by Mark Twain in 1872. During early American card games, a piece of buckskin was passed from player to player indicating the one who was next in line to deal. The phrase referred only to a shift in duty with no hidden meaning.
Today, passing the buck has a negative connotation that is incompatible with [COMPANY NAME]'s team spirit. We want our players to help one another strive to meet individual and department goals. Whether through a seemingly small or easily recognizable effort, a day does not go by without someone in our company going the extra mile for everyone's benefit.
We thank those special employees for their inspiring actions every month through our Employee of the Month Award. These people don't believe in passing the buck and regularly perform beyond all expectations in their job descriptions. Their careers encompass more than the duties outlined on a piece of paper.
Soon, you will be receiving a nomination form that will help us select the recipient of [COMPANY NAME]'s Employee of the Month Award. Winners are given [ LIST WHAT AWARD RECIPIENT RECEIVES]. Think about how you could win and put those thoughts into action not just today but every day. Passing the buck is best left in card games and out of our professional careers.
SAMPLE - INTEROFFICE MEMORANDUM - ANNOUNCEMENT, PROMOTION
SAMPLE - INTEROFFICE MEMORANDUM - ANNOUNCEMENT, PROMOTION
SUBJECT: [NAME OF PERSON PROMOTED]'s Achievements Recognized with
Promotion
It gives me great pleasure to acknowledge [NAME OF PERSON
PROMOTED]'s dedication and hard work with a promotion and change in
responsibilities to [TITLE OF PERSON PROMOTED]. In this new position,
[NAME OF PERSON PROMOTED] will be directing our [DEPARTMENTAL
FUNCTIONS OF PERSON PROMOTED] efforts and is the primary contact for
related projects and questions. As in the past, I am sure you will find [NAME OF PERSON PROMOTED] a truly gifted and innovative individual eager to help and to promote our company's growth.
SUBJECT: [NAME OF PERSON PROMOTED]'s Achievements Recognized with
Promotion
It gives me great pleasure to acknowledge [NAME OF PERSON
PROMOTED]'s dedication and hard work with a promotion and change in
responsibilities to [TITLE OF PERSON PROMOTED]. In this new position,
[NAME OF PERSON PROMOTED] will be directing our [DEPARTMENTAL
FUNCTIONS OF PERSON PROMOTED] efforts and is the primary contact for
related projects and questions. As in the past, I am sure you will find [NAME OF PERSON PROMOTED] a truly gifted and innovative individual eager to help and to promote our company's growth.
SAMPLE - NOTIFY EMPLOYEE OF RAISE
Sample - Memorandum to Employee Notifying Him or Her of Raise
It is my pleasure to inform you that your salary will be raised by [AMOUNT, ex. 5%] to $[AMOUNT]. [STATE REASON(S), This raise reflects your outstanding performance in the past two years.] Congratulations!
We are happy to have you with us. Please call me if there is anything I can do for you.
Sincerely,
It is my pleasure to inform you that your salary will be raised by [AMOUNT, ex. 5%] to $[AMOUNT]. [STATE REASON(S), This raise reflects your outstanding performance in the past two years.] Congratulations!
We are happy to have you with us. Please call me if there is anything I can do for you.
Sincerely,
SAMPLE - THANK EMPLOYEE FOR SUGGESTION
Sample - Thank You to Employee for Submitting a Suggestion
Thank you for your suggestion [SUGGESTION, ex. to decrease order processing time by eliminating the redundancy of the paperwork involved]. It is precisely these type of suggestions that we value greatly.
[STATE WHAT WILL OR HAS BEEN DONE, ex. I have spoken with our sales manager, Doug, who agrees that the time it will save the salespersons will be significant. He has some concerns, however, regarding a possible increase in shipping errors. I told him that I was certain you have considered this. Let’s set up a meeting together to discuss this in more detail. How about tomorrow at 2:00 PM?]
Thanks again.
Thank you for your suggestion [SUGGESTION, ex. to decrease order processing time by eliminating the redundancy of the paperwork involved]. It is precisely these type of suggestions that we value greatly.
[STATE WHAT WILL OR HAS BEEN DONE, ex. I have spoken with our sales manager, Doug, who agrees that the time it will save the salespersons will be significant. He has some concerns, however, regarding a possible increase in shipping errors. I told him that I was certain you have considered this. Let’s set up a meeting together to discuss this in more detail. How about tomorrow at 2:00 PM?]
Thanks again.
SAMPLE - LETTER OF APPRECIATION TO EMPLOYEE
Your enthusiasm and your ability to motivate your employees has resulted in a significant increase in productivity and profitability.
If we had an award to give, you would be the prime candidate.
Please accept my sincerest appreciation for the fine job you are doing in our sales department.
If we had an award to give, you would be the prime candidate.
Please accept my sincerest appreciation for the fine job you are doing in our sales department.
SAMPLE - EMPLOYEE SUGGESTION FOR COMPANY MEETING
There is such a high degree of anxiety about the proposed merger with [name of firm] that I can see the effects in my department daily. I do not feel that the newsletter put out last week helped asuage the fears of the other employees.
I believe that it might be beneficial to meet the issue head-on by holding a meeting wherein questions can be put forth and answers can be provided.
There is a schism between employees and management that appears to be growing and presents a potential problem. If, for example, this merger fails to materialize, the employees may maintain their current feelings of
alienation to the detriment of the organization.
I know that there are many inherent problems in hashing this subject out in an open forum and these must be weighed against the present alternative. I do feel, however, that the suggestion is worth some consideration.
I believe that it might be beneficial to meet the issue head-on by holding a meeting wherein questions can be put forth and answers can be provided.
There is a schism between employees and management that appears to be growing and presents a potential problem. If, for example, this merger fails to materialize, the employees may maintain their current feelings of
alienation to the detriment of the organization.
I know that there are many inherent problems in hashing this subject out in an open forum and these must be weighed against the present alternative. I do feel, however, that the suggestion is worth some consideration.
SAMPLE - DIRECTED LETTER OF RECOMMENDATION REQUESTING REPLY
[individual] has been with our firm for several years and has been one of our outstanding employees in the accounting department. For family reasons, he is moving to your area and we are truly sorry to lose him.
He has all of the fine qualities you would expect from a good employee and I honestly feel that any firm that hires him will be quite fortunate.
I believe that it could be mutually beneficial if the two of you could meet once he arrives in [city] . He is mature and of course realizes that there may not be an opening for him at this time.
Shall I suggest that he make an appointment with you? I will be looking forward to your reply.
He has all of the fine qualities you would expect from a good employee and I honestly feel that any firm that hires him will be quite fortunate.
I believe that it could be mutually beneficial if the two of you could meet once he arrives in [city] . He is mature and of course realizes that there may not be an opening for him at this time.
Shall I suggest that he make an appointment with you? I will be looking forward to your reply.
SAMPLE - NOTIFY EMPLOYEE OF APPRECIATION FOR DEDICATION AND EXTRA-CURRICULAR INVOLVEMENT
M E M O R A N D U M
To: [NAME OF EMPLOYEE]
From: [NAME OF SENDER]
Date: [DATE OF MEMORANDUM]
Subject: [DESCRIBE SUBJECT OF APPRECIATION, ex. Extra-Curricular Involvement]
This is just a short note to commend you for your exceptional contribution to our company over the last year.
Your involvement in organizing social functions and rallying the employees has resulted in a significant improvement in employee moral and productivity.
Your hard work and effort have been duly noted and appreciated. These will be given consideration in your performance review this year.
Thanks again.
To: [NAME OF EMPLOYEE]
From: [NAME OF SENDER]
Date: [DATE OF MEMORANDUM]
Subject: [DESCRIBE SUBJECT OF APPRECIATION, ex. Extra-Curricular Involvement]
This is just a short note to commend you for your exceptional contribution to our company over the last year.
Your involvement in organizing social functions and rallying the employees has resulted in a significant improvement in employee moral and productivity.
Your hard work and effort have been duly noted and appreciated. These will be given consideration in your performance review this year.
Thanks again.
SAMPLE - NOTIFY EMPLOYEE OF POOR PERFORMANCE, REQUEST IMPROVEMENT
M E M O R A N D U M
To: [NAME OF EMPLOYEE]
From: [NAME OF SENDER]
Date: [DATE OF MEMORANDUM]
Subject: [DESCRIBE SUBJECT OF POOR PERFORMANCE, ex. Report on Pricing Policy of Competitor]
I have just reviewed the report you prepared on the above subject and I must let you know that I am disappointed.
[DESCRIBE REASONS FOR DISAPPOINTMENT, ex. Despite all the necessary resources at your disposal and considerable time to deal with this matter, I found your analysis to be superficial and lacking focus.]
Regretfully, the report cannot be relied upon to assist us with our planning for the upcoming year. Please review it and provide me with a redraft by [DATE REVISED REPORT REQUIRED].
If there are any circumstances which you wish to draw to my attention regarding the quality of the report, I would be prepared to discuss them directly with you.
However, I would ask that you make a much more determined effort to achieve better quality results in the future.
To: [NAME OF EMPLOYEE]
From: [NAME OF SENDER]
Date: [DATE OF MEMORANDUM]
Subject: [DESCRIBE SUBJECT OF POOR PERFORMANCE, ex. Report on Pricing Policy of Competitor]
I have just reviewed the report you prepared on the above subject and I must let you know that I am disappointed.
[DESCRIBE REASONS FOR DISAPPOINTMENT, ex. Despite all the necessary resources at your disposal and considerable time to deal with this matter, I found your analysis to be superficial and lacking focus.]
Regretfully, the report cannot be relied upon to assist us with our planning for the upcoming year. Please review it and provide me with a redraft by [DATE REVISED REPORT REQUIRED].
If there are any circumstances which you wish to draw to my attention regarding the quality of the report, I would be prepared to discuss them directly with you.
However, I would ask that you make a much more determined effort to achieve better quality results in the future.
SAMPLE - NOTIFY EMPLOYEE OF EXCELLENT REPORT, EFFORT NOTED
M E M O R A N D U M
To: [NAME OF EMPLOYEE]
From: [NAME OF SENDER]
Date: [DATE OF MEMORANDUM]
Subject: [DESCRIBE REPORT, ex. Financial Analysis of Competitor's Pricing Policy]
This is just a short note to thank you for the report you prepared for me on the above subject. I carefully reviewed the report and found it to be informative, well researched and well written.
It will assist us a great deal in [DESCRIBE BENEFIT TO COMPANY, ex. pricing our products to gain market share over our competitors].
Your hard work and effort have been duly noted.
Thanks again.
To: [NAME OF EMPLOYEE]
From: [NAME OF SENDER]
Date: [DATE OF MEMORANDUM]
Subject: [DESCRIBE REPORT, ex. Financial Analysis of Competitor's Pricing Policy]
This is just a short note to thank you for the report you prepared for me on the above subject. I carefully reviewed the report and found it to be informative, well researched and well written.
It will assist us a great deal in [DESCRIBE BENEFIT TO COMPANY, ex. pricing our products to gain market share over our competitors].
Your hard work and effort have been duly noted.
Thanks again.
SAMPLE - NOTIFY EMPLOYEE OF PERFORMANCE REVIEW, REQUEST INPUT
M E M O R A N D U M
To: [NAME OF EMPLOYEE]
From: [NAME OF SENDER]
Date: [DATE OF MEMORANDUM]
Subject: PERFORMANCE REVIEW
We have scheduled your annual performance review for [TIME AND DATE OF REVIEW ].
I will be conducting your review this year. In anticipation of the meeting, please provide me, as soon as possible, with any information which you wish to be brought to the company's attention regarding your performance this year, which you feel requires consideration by us.
I look forward to meeting with you.
To: [NAME OF EMPLOYEE]
From: [NAME OF SENDER]
Date: [DATE OF MEMORANDUM]
Subject: PERFORMANCE REVIEW
We have scheduled your annual performance review for [TIME AND DATE OF REVIEW ].
I will be conducting your review this year. In anticipation of the meeting, please provide me, as soon as possible, with any information which you wish to be brought to the company's attention regarding your performance this year, which you feel requires consideration by us.
I look forward to meeting with you.
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