Dinesh Divekar
Business Mentor, Consultant And Trainer
Birju HR
Hr Professional
Ravind7@gmail.com
Terminal Chargehand Cum Loading Master
+1 Other

Thread Started by #Birju HR

HI, Can some one help me to draft a letter to an employee who is a non performer but the company still giving him a salary hike .
In this way company wants to gain his confident and some how motivate the employee. Please confirm is there any letter we can write to the employee( Note a salary revision letter with warning.) can some one share any draft for review.
Its urgent !!
Rgds
Birju
9th October 2015 From India, Bangalore
Has anyone tried to analyse why he is a non performer?
I am sure the company has assessed the impact on performers when a non performer is being given a hike similar to them?
A letter can be given like the normal letter given during annual pay hikes,but add the sentence that this year your performance has been rated as --- which is below par and you need to improve upon work performance.The company retains confidence on you and expects that your performance will show acceptable improvement.
9th October 2015 From India, Pune
Dear Birju,
Though you have asked for the format of the letter to under-performer, am against this very idea of placing good performer and poor performer on equal footing.
You wanted to maintain motivation level of the poor performer by giving salary increase but then what if good performers feel let down and they get demotivated? If you give salary hike to under-performer then it will send a signal to one and all that Performance is not valued in your company. Then what will be implication on organisation's culture? Are you running commercial organisation or government organisation?
As Mr Nathrao has suggested, study causes of poor performance of the employee in question, train him, let his manager spend time in coaching job related skills but salary hike should be the least or it may be zero!
Thanks,
Dinesh Divekar
10th October 2015 From India, Bangalore
Dear.....
Re: Annual Increment
The above matter refers.
Your work performance has been reviewed by the company and found that your performance is below the company's expectation and we believe you could perform better.
Although you are not eligible for this year's increment, the Management has decided to give you.....
With this Increment, we hope you could improve your performance further.
Should you fail to improve, you may not be considered for any increment in future. You may seek help from your head if dept if you need further coaching or training.
Regards,
Seniors please review. Thank you.
10th October 2015 From Malaysia, Kuala Lumpur
Thank you so much to all of you for your valuable input.

@ Mr.Nathrao ,

Sir as you said we have already assessed the employee many of the time and we have given him many other challenges and opportunity by shifting him to other departments based on his skill , seems like his interest level is very down . Enough communication discussion have done with him but he is still the same. Ours is a Service industry and small Organization he is been with us from the beginning of the company.From a long time we have not reviewed him based on his performances which was been communicated to him by letters. This time Management have decided to give him final warning with a review which may give him some short of motivation hope we are doing the right thing. We do assess the impact to other employees then we have decided.

Sir Below is my draft please correct me if m wrong in anything or any changes required.

Sub:Performance issue

Mr. Abc,

It has been observed that you have not delivered your best efforts as mutually agreed on the specified targets given to you to develop the Payroll Service so far, resulting in disobedience and poor performance and gross negligence of duties, in your capacity as Payroll Associate.

Please note Poor performance of work is a complete loss of company’s business which you are making yourself liable for necessary action.

Failure to adhere to the conditions of this warning, development of new or related problems, and/or continued unsatisfactory performance will lead to more serious corrective action up to and including discharge.

You are further advised to improve your efficiency of work and submit a written explanation in 7 days on your Poor performance as soon as you receive this letter.

With a hope of Improvement Management has decided to review your CTC from Rs.xxxxxxx to xxxxx with effect from July 1st 2015.Other terms and conditions of your employment remain the same.

We trust that you will take this opportunity to sustain and improve your effectiveness and contribute constructively in the development of the Organization.

You are requested to return a signed copy of this letter to us as an acknowledgement for our records. Please get in touch with your Reporting Manager or HR for any clarification on your compensation.

Kindly treat this as very urgent.

We look forward to a mutually prosperous association and bright future.

With Best Wishes,
12th October 2015 From India, Bangalore
""we have given him many other challenges and opportunity by shifting him to other departments based on his skill , seems like his interest level is very down ""
Do you think giving him increment will improve his performance??
Why the hesitation in giving him warning letter to improve performance or face action?
The letter you have drafted seems to condone his past failures and give him an undeserved pay hike.
By this action the company will place itself in such a position that if he does not improve even after getting increment,the company will not be placed in position to punish him immediately.
In any court of law your gifting him increment will look like condonation of poor performance and rewarding gross inefficiency.
The letter you propose to issue even after modification/correction cannot hide the fundamental incongruity/inconsistency
in actions.
12th October 2015 From India, Pune
Sir I do agree with your point here but In this letter I have mentioned clearly the below point if he fails to perform company can take any necessary action.
1. "Please note Poor performance of work is a complete loss of company’s business which you are making yourself liable for necessary action. "
2. "Failure to adhere to the conditions of this warning, development of new or related problems, and/or continued unsatisfactory performance will lead to more serious corrective action up to and including discharge."
Prier to this we have decided to advised his manager to give him a time line to set his target , hence failing to perform we may have to take some corrective action.
I will try to modify the letter once again and do share here thanks for your valuable feedback.
12th October 2015 From India, Bangalore
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