Dinesh Divekar
Business Mentor, Consultant And Trainer
Nathrao
Insolvency N Gst Professional

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How can i send mail to employee that his performance is not good so his increments will not apply as discussed when he joined?
From India, Ahmedabad
Dear Tani,
Before sending the mail, it is advisable to have a meeting with the employee in question. If the employee works at some other location, then at least have telephonic discussion.
In the discussion, tell the employee what were his measures of performance and what he has achieved. Tell him about the method of measurement as well. Did you conduct the formal Performance Appraisal? If yes, then give reference when it was done, who did it and where it was done and what was the outcome of the PA meeting.
In the meeting, obtain agreement for the performance improvement and tell him since the performance was not on the expected level, his annual salary increment has been put on hold. Explain him when the next PA will take place and also when will be the next increment.
After the meeting, you may write in sequence what was discussed and issue hard copy of the Inter Office Memo (IOM) to him. Obtain his signature on the duplicate copy. I recommend you issue of the hard copy because as far as matters of performance is concerned, you need to have material evidence about the communication that took place with the employee. Should the employee does not improve his performance, this letter could come handy for his removal.
Thanks,
Dinesh Divekar

From India, Bangalore
What learned Member Shri Dinesh has said is very important.
If the employee is in same location,he/she needs to be called and explained the whole issue of performance-targets given v/s achieved and reasons etc.
One must remember holding increment has a bad effect on morale and performance.
Things have to be handled in mature manner and show employee that the act is fairly done based on recorded and agreed upon performance levels.
Take care.
If things are to be mailed due to far away location etc,inform him first on phone and then mail him and ask for acknowledgement.

From India, Pune
Thank you guys for the support,
i have already talked with employee and TL but , now i have to mail him that his performance is not good but on positive way because i dont want to demotivate employee .
So that i dont know how can i mail him because i am fresher as HR so that i don't know what i'm write in mail.

From India, Ahmedabad
Dear Tani,
If you had meeting with the under-performing employee and his TL then did you record the minutes of the meeting? If yes, then based on these records you need to write the mail.
We the members of this forum are outsiders. We do not know anything about your company and what transpired in the meeting. Therefore, if you write the draft and upload it here, the corrections can be done to certain extent. All the corrections may not be possible because we do not know the background of the case.
Lastly, in your second reply, you have addressed the respondents of your post as "guys". While you may call them as "guys" but then be it known that these are far more senior persons with the illustrious career behind. Just because they give free guidance, their stature does not get diminished. Therefore, my humble request is to address the seniors respectfully.
Thanks,
Dinesh Divekar

From India, Bangalore
Dear Tani,
you may write an inter office memo as given below:
Dear .
This has reference to the meeting we had along with your Team Leader on _____________.
It was disheartening to note that your TL assesses your performance is below par. As you have been informed on your appointment, annual increment would be based on your performance.
A below par performance does not merit any increase in salary.
However, Management has decided to give you one more chance to improve your performance and the same will be assessed after _____ months.
In case your performance does not show considerable improvement, please be informed that Management will take a serious view of the same and may even consider discontinuing your services.
We wish you all the best and urge you to put in your best effort to improve your performance.
Thank you,
Yours truly

From India, Mumbai
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