What kind of written warning process should be in place to document poor job performance?

The written warning process should depend on the severity of the issue at hand, and, if possible, should follow verbal conversations between employee and employer. The Letter Though it can be reviewed by an HR professional, the letter usually comes from the employee’s direct supervisor. The tone of the letter should be formal and copies […]

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The written warning process should depend on the severity of the issue at hand, and, if possible, should follow verbal conversations between employee and employer.

The Letter

Though it can be reviewed by an HR professional, the letter usually comes from the employee’s direct supervisor. The tone of the letter should be formal and copies should be maintained for your records. The letter itself often contain three main components:

  • Outline the conduct that is unacceptable
  • Outline the expected or accepted conduct
  • Outline the consequences of a failure to follow the expected conduct

The letter should be accompanied by an in-person meeting in which the letter is formally given and reviewed.

Moving Forward

The Society for Human Resource Management outlines a step-by-step plan for helping employees improve areas while documenting performance by establishing a Performance Improvement Plan. Be sure to document specific and objective areas that need improvement, while providing facts and examples to clarify patterns.

Final Tips

Be sure your written warning process is well-documented, specific, and objective. Establishing a Performance Improvement Plan can be a useful tool in improving performance going forward.

Helpful Links:

Managing and Responding to Pool Employee Performance – SHRM

Performance Management – SHRM

Employee Written Warning & Guide- LegalZoom

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