Poor Performance Warning Letter: 4 Free Templates

Are you thinking of confronting your sales representative about their declining performance 📉? There might be several reasons for a drop in the performance of an employee who generally does well. 

So, it’s better to approach the employee so that you can figure out a solution to improve their performance. Here is an article to help you draft a letter to confront your employees about their declining performance. ⤵️

What to Write in a Poor Sales Performance Warning Letter 

While writing a warning letter, you should balance strictness and optimism. You do not want to scare away the already struggling employee but rather help them overcome their issues and enhance their performance.

First, let us get through the structure of the warning letter. 👇 

  • Start with your name, job title or position, company’s name, and complete postal address.
  • Next, mention the concerned employee’s name and complete postal address. 
  • Add on the date 📆 of writing the warning letter.
  • In the subject, be clear that the purpose of writing the letter is to warn the employee about their poor sales performance.
  • Greet the employee with a professional salutation. 
  • Now begin with introducing the employee to the problem, i.e., their declining performance 🔻. Make sure to emphasize how their performance impacts the company’s health. You should highlight the expectations that the sales representative was supposed to fulfill.
  • Next, inform the employee about the action plan designed to help improve their performance 📈. You can add a detailed explanation of the improvement plan here or send it as a separate attachment with the letter.
  • Ensure the employee has supportive measures and additional training to help them get back to their original and even better shape. 
  • Inform them about the regular performance reviews that will take place. Let them know they are free to communicate their challenges and problem areas 🗣.
  • Let the employee know the consequences they will face if they show no significant improvement within the stipulated time frame.
  • Finally, add a few words of encouragement to motivate the employee and assure them of any assistance they require.
  • Add appropriate closing remarks and sign off with your name and designation. 

[Tips] How to Write a Poor Sales Performance Warning Letter 

Now let us discuss a few tips you could utilize to enhance the effectiveness of the warning letter. Remember to be strict and assertive but not threatening or negative. Let us get right to it.✅️

Clarity

Be clear and crisp while mentioning the subject of the letter and also throughout the body of the letter. Highlight the problem 🔎 areas and the solution to tackle the problems. 

Professional tone

Throughout the letter, ensure that your tone is professional and polite. Do not try to blame the employee or get carried away emotionally. Be objective and focus on only what is relevant 🧐.

Impact

Let the employee know the impact of their low performance on the team and the company’s goals and success. You can emphasize the importance of the sales representatives’ role in the company’s growth.

Support and Solution

Bring up an effective performance improvement plan to tackle the performance decline of your sales representative. Ensure adequate resources and training are designed especially to help with performance enhancement 👍. 

Consequences

Warn the employee of disciplinary action or termination, whichever might be applicable, if their performance keeps worsening even after following the improvement plan ⚠️. 

Encouragement 

Let the employee know that you have faith in their potential and that they should adhere to the improvement plan to tackle shortcomings and amplify their sales output. 

Contact information

Remember to include your contact information 📧 to keep the communication channel open for them to approach you with any issue concerning this matter. 

Proofread

Finally, make sure to proofread your letter for grammatical and formatting errors. Review the letter before you finally send it to your employee.✅️ 

Template: 1

Poor Sales Performance Warning Letter

 (Mention your name)

(Your address)

(Your contact information)

(Date)

(Name of the Recipient)

(Address of the Recipient)

(Contact Information of the Recipient)

Sub: Letter of Warning for Poor Sales Performance

Dear (Name of the Recipient),

This is an official warning letter to alert you about your poor performance in the field of sales of our company (mention the name of the company). Your poor sales performance has forced our company to fail to reach our desired target within the desired time.

Your bad performance has harmed the reputation of our department (mention the name of the department). All the staffs of our company are very upset for this reason.

Therefore we are going through this burden to warn you about this type of poor job. Hope you will try to maintain the powerful productivity of our company and try your best to help us. We all hope for your better performance next time in this field.

If you have anything to convey regarding this matter you can contact (mention the name of the contact person) in between the working hours.

We all hope to see your better performance in the sales department of our company.

Thank you very much.

With regards,

(Hand-written Signature)

(Date)

(Notary or witness if required)

poor sales performance warning letter

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Template: 2

Poor Sales Performance Warning Letter

(Mention name)

(Address)

(Contact information)

(Date)

 (Recipient’s name)

(Recipient’s address)

(Recipient’s Contact Information)

Sub: Warning for Poor Sales Performance

Dear (Recipient’s name),

This letter is to warn you about the poor work performance in the sales field of our company (mention the name of the company). Due to your poor sales performance, it has affected our sales target of this month due to which all the staffs are upset as it is a shameful act for the reputation of our department (mention the name of the department).

Due to this, we have to make you aware and warn you that this should not be continued next time, as a poor job done in this field is not acceptable.

To meet the target soon for the coming month, we expect better performance from you. If you want to convey or discuss anything related to this, you can contact me here (mention the name of the contact person) during the given working hours.

Looking forward to better performance next time as it matters a lot for our company.

Thank you for understanding.

With regards,

(Hand-written Signature)

(Date)

(Notary or witness if required)

poor sales performance warning letter

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

Template: 3

Poor Sales Performance Warning Letter

(Mention name)

(Address)

(Contact information)

(Date)

 (Recipient’s name)

(Recipient’s address)

(Recipient’s Contact Information)

Sub: Warning for Poor Sales Performance

Dear (Recipient’s name),

This official warning letter is regarding your poor sales performance of this month in our company (mention the company’s name). Due to this kind of poor work we are forced to write this letter to you. As this kind of performance has harmed the reputation of our department (mention the name of the department).

With this, all the staffs are really upset and are worried as all come within the department. So please consider this letter seriously as this is a warning.

We hope for better performance for the next time and should meet the sales target which is the most important part for our company. If you want to ask anything regarding this, you can always reach out to the number here (mention the name of the contact person) during the company working hours.

We hope you will meet up the target for this month and show your best performance for the next month

Thank you.

With regards,

(Hand-written Signature)

(Date)

(Notary or witness if required)

poor sales performance warning letter

Download Template :
(pdf, docs, ODT, RTF, txt, HTML, Epub, Etc)

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