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Hi,
Our Directors want to issue a "letter of withdrawal" to an employee regarding a "warning letter" issued recently due to her poor performance. We have issued her a warning letter for her poor performance. She is a senior manager and now the directors want to withdraw it immediately.
I have started the letter like this but need to mention that she needs to do a self assessment of the points mentioned in the warning letter and submit to the CFO within 14 days.
Also, they need to apologize for issuing the warning letter.
Dear Madam,
Letter of Withdrawal
We are writing to notify you that we are withdrawing the letter of warning dated 01st December 2014.
The points mentioned in the letter of warning will be sent to you via an email by the CFO for you to review and assess by yourself.
You are further requested to submit a written explanation/feedback in 14 days on your self assessment as soon as you receive this letter.
Yours Sincerely,
xxxxxx
Please help

Dear Irosh,

Strange are the ways of your management. Leadership lies in remaining firm. Rolling back decision erodes the credibility of the management. It appears that they did not anticipate the reaction from the Senior Manager. It appears that on receipt of warning letter, she must have retaliated with her resignation. To obviate the void that may cause due to her resignation, now management wants to withdraw the warning letter.

Any way the revised draft is given below. There is no need to directly apologise. Direct apology dilutes the authority of the management.

+++++

Date: -

To,

Ms ______

_________ (designation)

Self-assessment of the Performance

Dear Ms _______,

1. We take reference of our warning letter issued to you on 1st December 2014.

2. After issue of the above letter, it was felt to take second look at the entire process of performance assessment. Considering the nature of your job as well as seniority, it was felt that you should be given chance to self-assess yourself. Therefore, it has been decided to withdraw the above letter. Return the original copy of the letter to the HR Department /CFO. We regret for taking this anomalous route for handling performance related issue.

3. All managers, especially senior managers need to be self-deprecating. However, at times it is far easier than done. Therefore, in order to assist you, CFO will send you e-mail containing list of the points on which you need to improve on. Ponder over the points, make a action plan on improvement and sends this action to CFO within 14 days.

4. _______ (name of your company) treading a path of growth. While treading, at times a team member stumbles on a rock. We believe in giving a helping hand to him. Therefore, let us work together and make journey of our company successful.

Thanks,

_____________

(Name and Designation of the signing authority)

+++++

Thanks,

Dinesh Divekar

Bangalore - 560092


Thank you Dinesh. I just made it simple, could you please have a look and do the adjustments if required
Letter of Withdrawal
We take reference of our warning letter issued to you on 01st December 2014.
After issue of the above letter, it was felt to take a second look at the entire process of performance assessment. Considering the nature of your job as well as seniority, it was felt that you should be given chance to self-assess yourself. Therefore, it has been decided to withdraw the above letter. Please return the original copy of the warning letter to the CFO. We regret for taking this anomalous route for handling performance related issues.
The CFO will send you an e-mail containing a list of the points on which you need to improve on. Ponder over the points, make an action plan for improvement and sends to the CFO within 14 days.
We look forward to see you continuing your good work, and drive the company to a new height of success.
Yours Sincerely,

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