How Can I Politely Urge Team Leaders to Submit Their KRA Forms Without Causing Tension?

Dear All,

I have a concern. I am a Training Manager. I conducted a 5-month training session for the TEAM LEADERS of my organization. At the end of the session, I gave them a Key Result Area (KRA) sheet to be filled out and submitted. However, despite sending follow-up emails, they not only didn't respond to the emails but also did not submit it.

I would like to draft an email that conveys the message that this behavior won't be appreciated and that they better submit the forms at their earliest convenience. However, I don't want to sound rude or stern, as they might forward it to their supervisors and make a mountain out of a molehill.

I want to be diplomatic in my approach. I am trying hard to compose such an email but I can't seem to strike the right tone. Please help! This is very urgent.

Thanks and Warm Regards,
XYZ

Subject: Submission of KRA Sheet

Dear Sir/Madam,

We wish to bring your kind attention to the KRA sheet of the 5-week training on [subject] conducted from [start date] to [end date], which is yet to be submitted to the Training Department. Reminders to submit the KRA were sent through emails on [date], [date], and [date]. As per our telephonic discussion, you were scheduled to submit the KRA sheet by [deadline].

Despite the reminders and discussions mentioned above, we regret to inform you that your KRA sheet has not yet been received and is still pending. The KRA sheet is crucial for your training and is required for our reference and necessary action. Therefore, we kindly request you to submit the KRA sheet by 4:00 PM on [date] and ensure such delays do not occur in the future.

You are strictly advised to comply with the instructions provided by the training department.

Thank you.

Yours sincerely,

Training Department

Copy to:
Supervisor - For information and necessary action.
Personal File - For records (This will remind the team leader not to delay and will be used in their performance appraisal.)

Note: Instead of writing emails as the training manager, use "we" instead of "I" to show that you are representing the management. I always use "we" and never "I."

Certainly! Here is the corrected version of the user's input with proper spelling, grammar, and formatting:

Can you please put up the follow-up emails that you sent to them here? I just want to see the language and content. If possible, please do it.

Thanks for your suggestions.

I would like to add that the reason I use 'I' is 'coz am the only person here as a training manager9on-paper) and a trainer. I feel it doesn't make a difference to them.(may be I am wrong)

Please find below the mails I had sent:

The First Mail I sent:

Dear All,

Hope you'll are doing good!



Please submit the filled out KRA sheets at your earliest.



Good Day!

Regards,

Kavita

------------------------------------------------------------------------------------

The Second Mail I sent:

Just a reminder: Kindly let me know when could I get the KRA sheets.

Regards,

Kavita Kaur

------------------------------------------------------------------------------------

After these two mails three of them responded and submitted their KRA sheets except for the other two(these are very stern and possess a big time ATTITUDE.)

------------------------------------------------------------------------------------

THIRD STEP: "I individually mailed them"

Dear Riny:

This is in regards to your KRA sheet.

I am sure you realize the importance of the KRA's. I was expecting a reply on the same. It's disappointing to learn it's not been attended.

Let me know if you would need to talk to me. I'll be happy to do so.

Regards,

Kavita Kaur

---------------------------------------------------------------------------------

YET THESE TWO DIDN'T CARE TO RESPOND A SINGLE WORD. NOW IF I WOULD SEND THE MAIL U SUGGESTED ABOVE THEY WOULD REACT MAKING IT AN ISSUE WITH THEIR SUPERVISORS AND THE MANAGEMENT THAT I HAVE BEEN VERY RUDE AND STERN IN COMMUNICATING. THEIR SUPERVISORS WOULD FOR SURE SUPPORT THEM AND THE MANAGEMENT AS USUAL IS VERY DIPLOMATIC. I'd a similar experience with their supervisors as well.

--------------------------------------------------------------------------------

Please suggest and guide.

Best regards,

Kavita

Did you call them up and speak on the phone or in person to note the expression on their face? Maybe even if you are alone, it works like this. You are the Training Manager, and they are team leaders. You have to show that you represent the management by providing them training. There is nothing wrong with writing strict emails or letters, but it is better to speak to them personally and get their feedback on the spot.

Apologies for the delay in reply.

By now, everyone has responded except for one. I am thinking of directing this to her supervisor. Could you help me draft a letter to her Relationship Manager (i.e., her supervisor)?

Thanks for all the suggestions and guidance. I highly appreciate that.

Chow,
Kavita

Call her and tell her that only her KRA is remaining. Since her KRA is not submitted yet, it is affecting the KRAs of all others. Ask her to submit it immediately. As per my earlier letter, the matter would be harsh, and the team leader will face a major setback when she receives such a letter from you. I'm not encouraging you to write letters. If we want, we could write such a strong letter that would result in the team leader facing serious consequences from the management and supervisor.