Last modified 06/04/2025
📝Performance Warning Letter Templates “How to Write an Effective Performance Warning Letter: Step-by-Step Guide”
Looking for performance warning letter templates? In the field of labor law, a performance warning is a key tool for managing employee performance fairly and legally.
📌 A well-written performance warning letter not only protects the company but also gives the employee an opportunity to improve before more severe measures are taken.
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In this article, we will explain how to write an effective letter, with practical examples, interesting facts, legal recommendations, and FAQs so you can master this process like a pro. 🚀
📋 What is a Performance Warning Letter?
A performance warning letter is a formal document that a company sends to an employee to inform them that their work performance does not meet expected standards. This document serves as:
✅ Legal evidence in case of future disputes.
✅ An opportunity for improvement for the employee.
✅ Basis for disciplinary actions if no progress is made.
📌 Useful fact: According to the Workers’ Statute, the employer must demonstrate poor performance with concrete evidence before applying sanctions or termination.
#WorkPerformanceNotice #LaborLaw #WorkPerformance #PersonnelManagement #JustifiedTermination
📝 Step-by-Step Guide to Writing an Effective Letter
1️⃣ Step 1: Gather Evidence of Poor Performance
Before writing, document:
- Performance evaluations 📊.
- Reports from clients or supervisors 📋.
- Records of non-compliance (e.g., unmet goals).
2️⃣ Step 2: Structure the Letter Correctly
A performance warning should include:
📌 Header: Date, employee name, and position.
📌 Subject: E.g., “Warning for poor work performance”.
📌 Body:
- Specific facts (with dates and data).
- Legal consequences if no improvement is made.
📌 Signature: HR representative or supervisor.
3️⃣ Step 3: Be Specific and Professional
❌ Avoid:
- Emotional or accusatory language.
- Generalities like “you don’t work well”.
✅ Include: - Specific examples (e.g., “In the last quarter, your sales were 25% below target”).
- Improvement deadline (e.g., 30 days).
4️⃣ Step 4: Offer an Improvement Plan
A good letter not only points out the problem but also proposes solutions:
- Training 🎓.
- Mentoring 👥.
- Periodic reviews 🔍.
5️⃣ Step 5: Deliver the Letter Correctly
- In person + email copy (with read receipt).
- Witnesses (e.g., HR representative or supervisor).
📌 Legal note: If the employee refuses to sign, document it with witnesses.
📑 3 Examples of Performance Warning Letters
📌 Example 1: Poor Sales Performance
Subject: Notice for failure to meet sales targets
Body:
*”Dear [Name], according to Q2 records, your sales reached 65% of the target, affecting the team. You have 45 days to improve, with support from the training department. If not achieved, disciplinary measures will be applied.”*
📌 Example 2: Recurring Errors in Logistics
Subject: Notice for inventory management failures
Body:
“We have detected 5 errors in the last 2 months (e.g., incorrect invoices). You must take the SAP course and correct these mistakes within 30 days. Otherwise, your continuation will be reevaluated.”
📌 Example 3: Lack of Productivity in Remote Work
Subject: Failure to meet deliverables in remote work
Body:
“According to [software] metrics, 40% of your tasks were delivered late. Starting today, you must submit daily reports. If there is no improvement in 15 days, the remote work agreement will be revoked.”
💡 Interesting Facts and Recommendations
📊 Key statistic: 60% of terminations for poor performance are challenged due to lack of evidence (Source: ILO).
⚖️ Legal recommendation: Always attach documented evidence (emails, reports, evaluations) to avoid lawsuits.
🤝 Human approach: Combine firmness with empathy. E.g., “We know you can improve and will support you in the process.”
❓ FAQs About Performance Warnings
1. Can I terminate an employee for poor performance without prior notice?
❌ No. The law requires a step-by-step process: warning → improvement period → termination (if the problem persists).
2. How much time should I give the employee to improve?
📅 Typically: 15 to 60 days, depending on severity. Consult your internal policies.
3. What if the employee refuses to sign the notice?
📌 Solution: Deliver the letter with witnesses and send a copy by certified mail.
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- Example of a sales performance warning letter
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🔹 Need a ready-to-use letter template? Download our FREE template and avoid legal mistakes! 🚀
📢 Share this article if you think it could help someone else.
📝 Why Write a Performance Warning Letter?
Cases and Examples
In the field of labor law, a performance warning is a key tool to document work non-compliance and ensure a fair process. 📌 Writing a performance warning letter not only protects the company’s interests but also gives the employee an opportunity to improve.
In this article, we will analyze practical cases and letter examples adapted to different types of companies (SMEs, multinationals, startups). Additionally, we will provide templates with legal bases to avoid future labor disputes. 🚀
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- Performance warning letter
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📄 Introduction to Performance Warning Letter Templates
1. Formal Letter for Repeated Poor Performance
In labor law, when an employee shows consistent poor work performance, it is crucial to document it. This letter serves as a written notice to the employee, setting an improvement period and avoiding future claims.
2. Letter for Failure to Meet Sales Targets
In sales companies, poor sales performance can affect productivity. This template details unmet goals and offers an improvement plan, aligned with the work disciplinary procedure.
3. Letter for Lack of Team Productivity
In collaborative environments, lack of productivity harms the team. This work communication exposes the problem and suggests training, following the internal work policies.
4. Letter for Recurring Errors in Key Positions
In sectors like finance or healthcare, mistakes have serious consequences. This performance warning letter justifies legal actions if no improvement is made.
5. Letter for Remote Employees with Low Efficiency
Remote work requires self-regulation. If an employee fails to complete tasks, this letter sets clear guidelines under the Remote Work Law.
6. Letter for Lack of Interest and Commitment
When an employee shows work demotivation, it affects the organizational climate. This notice seeks to redirect their attitude or initiate a justified termination.
🔎 Conclusion
A performance warning letter is essential to maintain transparency and avoid labor lawsuits. Always consult with a labor lawyer to comply with the law.
📢 Need a customized template? Download our FREE templates! ⬇️
📑 6 Examples of Performance Warning Letters
📌 Example 1: Letter for Repeated Poor Performance (Service Company)
📅 Date: [Insert date]
👤 Recipient: [Employee name]
🏢 Subject: Notice for poor work performance
Dear [Name],
According to evaluations conducted over the last [X months], we have identified that your work performance does not meet the established standards for your position in [specific area]. The following indicators reflect this situation:
- Failure to meet [goals/deliverables].
- Recurring errors in [key processes].
- Negative feedback from [clients/team].
📌 Improvement period: 30 days to correct these deficiencies.
📌 Consequences: If no improvement is observed, disciplinary measures will be taken, including possible termination for objective reasons (Art. 52 of the Workers’ Statute).
Sincerely,
[HR representative signature]
[Company XYZ]
📌 Example 2: Failure to Meet Sales Targets (Retail Company)
📅 Date: [Insert date]
👤 Recipient: [Employee name]
🏢 Subject: Notice for poor sales performance
Dear [Name],
During the [X] quarter, your sales performance has been 30% below the agreed target (see attached report). This failure directly impacts the team’s results.
📌 Action plan:
- Sales techniques training (dates).
- Weekly progress reviews with your supervisor.
📌 Warning: If 85% of the target is not met within 60 days, your termination for poor performance will be considered (Art. 24 Federal Labor Law).
Sincerely,
[Sales Manager signature]
[Retail ABC]
📌 Example 3: Lack of Team Productivity (Tech Startup)
📅 Date: [Insert date]
👤 Recipient: [Employee name]
🏢 Subject: Notice for low productivity
Hello [Name],
In the last 3 sprints, your delivery speed has been 40% lower than the team average (evidence in Jira). Additionally, delays have been reported in [key projects].
📌 Proposed solution:
- Pair programming with a senior colleague.
- Adjustment of workload.
⚠️ Note: If this situation persists, your continuation in the company will be reevaluated (internal performance management policy).
Regards,
[Tech Lead signature]
[Tech Startup]
📌 Example 4: Recurring Errors in Financial Position (Multinational)
📅 Date: [Insert date]
👤 Recipient: [Employee name]
🏢 Subject: Notice for errors in financial reports
Dear [Name],
The Audit department detected 3 serious inconsistencies in your last quarter’s reports (see annex), which generated reprocessing costs of [$X].
📌 Requirements:
- Double-check data before submitting.
- Advanced Excel course (mandatory certification).
🔴 Legal warning: New errors could lead to termination for objective reasons (Art. 297 LGPS).
Sincerely,
[CFO signature]
[Financial Multinational]
📌 Example 5: Low Efficiency in Remote Work (Digital Marketing Company)
📅 Date: [Insert date]
👤 Recipient: [Employee name]
🏢 Subject: Failure to meet deliverables in remote work
Hello [Name],
According to [Management tool] records, you have missed 60% of deadlines in the last 2 months, affecting the team.
📌 Requirements:
- Fixed connection schedule (9:00 AM to 2:00 PM).
- Daily progress reports.
📌 Consequence: If there is no improvement in 15 days, your remote work agreement will be revoked, and you must return to the office.
Regards,
[Project Manager signature]
[Digital Agency]
📌 Example 6: Lack of Interest and Commitment (Family SME)
📅 Date: [Insert date]
👤 Recipient: [Employee name]
🏢 Subject: Notice for negative attitude and poor performance
Dear [Name],
We have received multiple complaints about your disruptive attitude (e.g., arriving late, refusing to collaborate). This, combined with your low productivity, violates [Art. X of the Internal Policies].
📌 Final opportunity:
- Attend a teamwork workshop.
- Sign a behavior change commitment.
🚨 Without improvement, termination for disciplinary reasons will proceed.
Sincerely,
[Owner’s signature]
[Family SME]
📢 Final Conclusion
These performance warning letter templates are legal and professional tools to handle complex situations. Always:
- Document evidence 📂.
- Offer improvement opportunities 🔄.
- Ensure compliance with labor laws ⚖️.
💡 Need legal advice? Consult a labor lawyer to avoid risks.
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