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    Counseling Memo Sample Letter: Talk About The Problem, Give The Facts

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    harshravi
    In this counseling memo, a manager summarizes a discussion with an employee about unacceptable absenteeism and poor performance. The manager outlines the employee's 29 absences and late arrivals in the past 6 months, as well as data entry errors and low productivity. The manager and employee agreed to work together for 3 weeks to improve the employee's production, organization, and attendance. If performance does not improve, disciplinary action will be taken, and a doctor's note will be required for future absences. The manager provided the employee with a checklist clarifying attendance and leave policies going forward.

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    Counseling Memo Sample Letter: Talk About The Problem, Give The Facts

    Uploaded by

    harshravi
    38 views2 pages
    In this counseling memo, a manager summarizes a discussion with an employee about unacceptable absenteeism and poor performance. The manager outlines the employee's 29 absences and late arrivals in the past 6 months, as well as data entry errors and low productivity. The manager and employee agreed to work together for 3 weeks to improve the employee's production, organization, and attendance. If performance does not improve, disciplinary action will be taken, and a doctor's note will be required for future absences. The manager provided the employee with a checklist clarifying attendance and leave policies going forward.

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    Counseling

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    In this counseling memo, a manager summarizes a discussion with an employee about unacceptable absenteeism and poor performance. The manager outlines the employee's 29 absences and late arrivals in the past 6 months, as well as data entry errors and low productivity. The manager and employee agreed to work together for 3 weeks to improve the employee's production, organization, and attendance. If performance does not improve, disciplinary action will be taken, and a doctor's note will be required for future absences. The manager provided the employee with a checklist clarifying attendance and leave policies going forward.

    Copyright:

    Attribution Non-Commercial (BY-NC)
    Download as DOC, PDF, TXT or read online from Scribd
    Download as doc, pdf, or txt
    38 views2 pages

    Counseling Memo Sample Letter: Talk About The Problem, Give The Facts

    Uploaded by

    harshravi
    In this counseling memo, a manager summarizes a discussion with an employee about unacceptable absenteeism and poor performance. The manager outlines the employee's 29 absences and late arrivals in the past 6 months, as well as data entry errors and low productivity. The manager and employee agreed to work together for 3 weeks to improve the employee's production, organization, and attendance. If performance does not improve, disciplinary action will be taken, and a doctor's note will be required for future absences. The manager provided the employee with a checklist clarifying attendance and leave policies going forward.

    Copyright:

    Attribution Non-Commercial (BY-NC)
    Download as DOC, PDF, TXT or read online from Scribd
    Download as doc, pdf, or txt
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    Counseling Memo Sample Letter

    Dear Per our discussion this morning when we discussed your frequent absence I would like to summarize our conversation. Talk about the Problem, Give the Facts We talked about the fact that you have been absent 29 workdays due to your own personal illness or that of a family member in the past six months and have been late 30 minutes to an hour eight days in that same time frame. This is unacceptable because of the critical nature of the work to be done and the impact of your absence on others in the department. You have indicated that the effects of your medical condition are the reason for your absences; however, because the duties of this the job are essential to the department you must be here to carry out the responsibilities. In addition, when you are on the job, your performance is not acceptable. We reviewed together the examples of data entry errors you have made and compared the number of entries you accomplished to those of others doing the same work. While the other clerks are completing work on 23 client files a day, you are finishing only seven. What We Agreed Upon (or Disagreed) - The Response of the Employee (Positive or Negative) In our meeting today, we agreed that we would work together over the next three weeks on Monday and Thursday afternoons to improve on the production aspect of your job and try to improve your organization skills to help move you through the files more efficiently. It was apparent that you had not realized the magnitude of the problem and impact your absences have been on your co-workers; You were surprised at the number of days you have been absent when I showed you copies of your leave reports spanning the past six months. I was encouraged by your willingness to improve your attendance and to work on the performance problems. What Will Happen Next -With a Specific Timeframe As we discussed this morning, we will work together for the next three weeks to try to improve your production time with error free data entry. If your performance does not improve, I will take appropriate disciplinary action (or if this is a probationary employee, you would say you may be terminated) Attendance is a key factor in getting the work done. Because of your frequent use of sick leave I am requiring that you bring a doctor's note for any future absences. If your attendance does not improve I will also take action. Please let me know if this is not clear or is not your understanding.

    NOTE: Include any statements from the Checklist for Improvement you may wish to convey to the employee.

    Checklist for Improvement


    For Discussion in a Counseling Session with a Follow-up Memo
    The following are suggestions to include in a letter to an employee who has exhausted leave or is abusing leave. Some may fit the individual circumstance in your department; you may want to add your own comments for the particular situation. Dear : Per our discussion this morning when we discussed your frequent absence I would like to summarize our conversation. See Counseling Memo Format 1. Talk about the Problem, Give the Facts 2. What We Agreed Upon (or Disagreed) - The Response of the Employee (Positive or Negative) 3. What Will Happen Next -With a Specific Timeframe 4. Then add the appropriate items in the checklist This department cannot afford the continued deficit of your absence in this very critical position. Therefore, it has become necessary for us to clarify and enforce a plan of action relative to your attendance.
    Effective immediately: When you are absent due to illness, you must furnish the department with a doctors notification which states the length of time that you were/are required to be off from work. The records indicate that you have very little (or no) leave accumulated. Please know that we will be unable to grant a leave-without-pay for personal reasons if your leave is exhausted. You may no longer use annual leave for absence due to illness. In addition, we will strictly adhere to the university policy that requires approval in advance to use annual leave. You must speak with me when calling to request an unplanned absence of any kind. Specifically, it is not acceptable to leave messages with the receptionist, secretary, or voice mail. You are welcome to call my home at any time of day or night, and of course, you may call me at work. If you are unable to contact me, you must speak directly with ___________. You will report to work at 8:00 a.m., take one hour for lunch at __________ and work until 5:00 p.m. everyday. You must request permission in advance to use annual, compensatory or overtime leave (not inform or demand) directly from ________________. Phone mail messages, or email messages are not acceptable. Your performance must improve. You have documentation from me and we have discussed areas of weakness. Id like to schedule a time this week for us to discuss performance items and agree on deadlines for action. We have discussed revised work, tasks and duties which have been clarified on your Position and Performance Activity Form P112 with firm deadlines. You will be expected to meet these expectations. See attached P112. Failure to adhere to any of the above will result in disciplinary action. Please refrain from discussing your discontentment of these issues with other members of the department and the university community with the exception of Human Resources. If I can be of additional assistance to you, please do not hesitate to let me know.

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