There are various reasons for issuing a warning and poor performance is one of them. When an employee fails to deliver an expected performance then the company needs to write a formal warning letter to him asking him to enhance his performance levels because otherwise he is no good to the company.
If you also have such an employee in your company who has been performing below the expected levels then you must issue a written warning to him asking him to work hard in order to improve in his working. Being the HR manager of the company, you are suppose to be framing such kind of warning letters. Here is a format sample which can be used for creating customized letters.
Julia Mars
HR Manager,
XYZ Development Bank
42 Richmond Street,
New York
Date: 10th March, 2026
To,
Mathew Jacob
46 Agastha Apartments,
Herald Street,
New York
Dear Mr. Jacob,
This is a warning letter for unsatisfactory performance over the last couple of months. The management has been closely monitoring your performance over the past few months and it has been concluded that you have failed to meet the targets allotted to you in the last three months.
On 30th Jan, 2026, in your meeting with your supervisor, Mr. John Smith, you were verbally warned about your low performance levels. You were also informed that due to frequent absenteeism, you are unable to manage the workload and as a result, you are unable to meet the targets. Considering your situation, you were given an extension of 10 days on your project which has caused serious loss to the company and still the project was unfinished.
You must understand that this kind of poor performance adversely affects the company and we have to pay heavy damages. Therefore, the company expects you to submit a valid explanation for such a conduct which has cost the firm dearly.
We are hopeful that you will be more sincere and dedicated in your job and will meet all your targets within the given time frame or else we will have to take some strict disciplinary actions. And if you fail to improve despite everything then this can even lead to your termination. In case, you have any doubts on the same then please contact me at 123-456-788.
Regards
Julia Mars
HR Manager,
XYZ Development Bank
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