Giving a verbal warning is one of the tougher parts of being a manager, but it's a necessary conversation to have.
Using an email template for the follow-up ensures your communication is clear, consistent, and properly documented.
We’ve put together five templates to help you confidently handle these situations.
<template>
Subject: Following Up on Our Conversation About Your Attendance
Hi [Employee Name],
This email summarizes our conversation from earlier today regarding your attendance. As we discussed, we've noted [number] unscheduled absences on [list specific dates].
As we covered, consistent attendance is crucial for our team's success. Going forward, we need you to be present for all scheduled shifts. If an emergency prevents you from coming in, please adhere to the company policy of [describe notification procedure, e.g., calling your direct manager at least one hour before your shift starts].
We've scheduled a follow-up meeting on [Date] to check in on your progress. I'm confident you can make the necessary improvements, and I'm here to support you. Please don't hesitate to reach out if you have any questions.
Best,
[Your Name]
[Your Position]
[Company Name]
</template>
<template>
Subject: Following Up on Our Performance Discussion
Hi [Employee Name],
This email follows up on our conversation earlier today regarding your performance. I want to summarize what we discussed and ensure we’re aligned on the next steps.
As we covered, your recent work on [specific project or area of responsibility] has not met the expectations for your role. We specifically reviewed [mention 1-2 concrete examples discussed, e.g., the quality of the Q3 report, missed deadlines for the client project]. The standard we need you to meet is [describe the expected standard clearly, e.g., ensuring all data is double-checked before submission].
To support you in getting back on track, we agreed on the following action plan: [summarize the agreed-upon steps, e.g., you will complete the advanced training module by X date, and we will implement weekly check-ins to review progress].
We have a follow-up meeting scheduled for [Date] to discuss your progress. I am confident in your ability to make these adjustments and am here to help you succeed. Please feel free to reach out if anything is unclear.
Best,
[Your Name]
[Your Position]
[Company Name]
</template>
<template>
Subject: Following Up on Our Conversation About Workplace Conduct
Hi [Employee Name],
This email is to summarize our conversation from earlier today regarding your conduct. We discussed the incident on [Date of incident] concerning [brief, factual description of the conduct, e.g., the use of unprofessional language during the team meeting].
As we covered, this behavior is not aligned with our company’s code of conduct. Our policy requires all employees to [mention the specific policy, e.g., maintain a respectful and professional environment]. It's important that we all uphold these standards to ensure a positive and productive workplace for everyone.
Moving forward, the expectation is that you will fully adhere to the company’s code of conduct. We agreed that you would [summarize any specific, agreed-upon actions].
We value you as a member of our team and are confident you can make these necessary adjustments. We have a brief check-in scheduled for [Date] to touch base. Please let me know if you have any questions.
Best,
[Your Name]
[Your Position]
[Company Name]
</template>
<template>
Subject: Following Up on Our Conversation About Punctuality
Hi [Employee Name],
This email summarizes our discussion from earlier today about your punctuality. As we talked about, we've noted you were late on [number] occasions, specifically on [list specific dates].
As we discussed, arriving on time is essential for a smooth start to the day and ensures our team is aligned. Going forward, we need you to be ready to start your work at your scheduled time of [start time].
We've scheduled a follow-up on [Date] to check in. I'm confident you can make this adjustment and am here to support you. Please let me know if you have any questions.
Best,
[Your Name]
[Your Position]
[Company Name]
</template>
<template>
Subject: Following Up on Our Conversation About Company Policy
Hi [Employee Name],
This email is to summarize our conversation from earlier today regarding a breach of company policy. As we discussed, your actions on [Date of incident] involving [brief, factual description of the action] were in violation of our [Name of Specific Policy, e.g., Data Security Policy].
This policy is in place to [briefly explain the purpose of the policy, e.g., protect sensitive company information], and it's essential that all team members adhere to it. During our conversation, we agreed that you would [summarize the agreed-upon corrective actions] to ensure this doesn't happen again.
We have a follow-up scheduled for [Date] to touch base on this. I'm confident in your ability to adhere to our company policies moving forward. Please feel free to reach out if you have any questions.
Best,
[Your Name]
[Your Position]
[Company Name]
</template>
While these templates are great for specific situations, managing all your business communications is simpler with the right system. Flodesk provides intuitive email marketing tools designed for small businesses, helping you grow and manage your email list. You can create, send, and automate emails that connect with your audience and drive revenue, all without needing coding or design skills.
Our platform is built around a straightforward email builder, powerful automations, and well-designed forms, giving you the necessary components for your email marketing, minus the complexity. Used by thousands of businesses, Flodesk helps both beginners and experts send professional emails in a simple way.
Handling difficult conversations requires clarity and consistency, and these templates provide a solid foundation for your internal communications.
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