Seeking Advice on Crafting Effective Warning Letters for Performance Issues

Hi, I want to implement a termination process at my company for poor performance. First, we need to give a warning letter to the employee stating that he/she needs to improve performance within a month. The employee should agree to the same and sign the warning letter.

After a month, the Project Manager (PM) should conduct a review. If the PM is still not satisfied with the employee's performance, a second warning letter will be issued, and a span of a month will be given to the employee to prove himself/herself.

At the end of the month, if nothing seems to have changed, then a termination letter can be issued stating that despite two levels of warning, we have not seen any change in your level of performance.

For this process, can anyone suggest a good warning letter? I have searched on CiteHR/Google, but I am unable to download to verify the formats.

Dear Vani, there is a small suggestion from my side in this regard. Instead of using the term "Warning letter," you can phrase it differently. Something like a "performance improvement plan," etc. You can provide timelines and periodic reviews for this plan, which can be tracked by both the Project Manager and the respective HR Manager.

I will try to share the format as well.

Regards,
Radhika