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Hi Dimple,

Are you part of HR department in the organization? Also, the position mentioned above as DGM... Is that "Deputy General Manager"?

This seems to be quite high position in the organization, to receive such a warning letter from HR. It will be a big step to issue such letter without proper proof of the claim. He would be having valuable ‘bidding data’ with him, so, you would not want him in the organization with high dissatisfaction & rebellious mood.

It does not look very intelligent as well to promote the person to suitable position, so he can improve his performance. With his promotion, your organization have accepted his performance to be satisfactory (If you do not believe this statement, then please open & read what his promotion letter must have mentioned).

Also, you have mentioned that ".....smartly he put all the blame to other depart for any incomplete work/task." In that case, I think such letter from HR may not result in any improvement, but may damage things further.

Remember, in battle you have to use your ammunition wisely... A fired bullet that does not kill, is not only a non-recoverable waste, but would also give away your safe hiding position to enemy.

If the warning letter is demanded to be issued by the higher management, then the draft should be carefully prepared along with the consultancy of the signing authority. A common/general draft from a internet forum would not suffice. Generally the non-performance at such high position is not handled by HR, but by higher management directly.

If at all you issue a letter, there should be clear indication (In terms of numbers) of non-performance, against expectations. There should be also measurable action plan (Cannot just say 'increase focus, improve approach, & understand business). Also, do not threaten about the possible measures that would be taken by organization in the warning letter (You cannot initiate "disciplinary" action against "non-performance").

I think the main question you should ask yourself & your management is: Do they really want this person to improve & stay further in the organization?

Frankly, one cannot expect the guy to start learning 'your' organization processes / values now, after his 26+ years of experience elsewhere. If he is not the right person for your organization, then simply look for his replacement. If you think this letter is the first step towards sacking him, then there is no need to list him the options to show improvement. As Nathrao has indicated in his amended draft, just issue plain & brief warning letter.

Best Regards,

Amod Bobade.

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