Legally, there are no specific formats for such issues. Therefore, prepare yourself with the explanations you require from the employee. Alternatively, inform the employee to provide an explanation on a white paper.
It is advisable to request an explanation from the employee and motivate them in areas where they may be weak to help them perform better.
Additionally, provide the necessary training for the employee to work harder in the coming days.
In my opinion, you should talk to the employee one-on-one. Asking for a written document may demotivate and pressurize him/her in the current situation. Instead, try to understand the person, motivate him/her, give time, and provide training if necessary to perform the job. There is no specific format for this.
Thank you.
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