A letter of expectation is a formal document that outlines the performance expectations of an employee. It is typically used by Human Resources (HR) departments to provide feedback to employees who are not meeting performance expectations. The letter should be clear, concise, and specific.
The letter should include the following information:
1. The employee’s name and job title
2. The date of the letter
3. A statement of the performance expectations that are not being met
4. Specific examples of the employee’s performance
5. A statement of the consequences of not meeting the performance expectations
Also Read
Structure of a Letter of Expectation
A letter of expectation is a formal document that outlines the specific performance expectations for an employee. It is an important tool for managing performance, as it clearly communicates what is expected of an employee and provides a framework for evaluating their progress.
Key Elements
1. Introduction
- State the purpose of the letter: to outline performance expectations.
- Identify the employee’s name and position.
- Specify the review period covered by the letter.
2. Performance Expectations
- List the specific behaviors, skills, or outcomes the employee is expected to achieve.
- Be clear and concise, using specific and measurable metrics.
- Organize the expectations by job function or competency areas.
3. Measurement and Evaluation
- Describe how the employee’s performance will be measured and evaluated.
- State the frequency and format of performance reviews.
- Explain the role of the manager and employee in the evaluation process.
4. Support and Development
- Outline the support and resources available to the employee to help them meet expectations.
- This may include training, mentoring, or additional supervision.
5. Consequences
- Communicate the potential consequences of not meeting expectations.
- This could include disciplinary action or termination of employment.
Format
The letter of expectation should be written in a formal and professional tone. It can be structured in a variety of formats, including:
- Table: Use a table to organize the performance expectations, measurement methods, and support resources.
- Bulleted List: Present the expectations and measurement methods in a clear and concise bulleted list.
- Numbered List: Use numbers to present the expectations in a hierarchical order.
- Paragraphs: Describe the expectations and evaluation process in separate paragraphs.
Considerations
- Tailor to the Employee: Customize the letter of expectation to the specific employee’s needs and abilities.
- Communicate Clearly: Use simple and straightforward language to ensure the employee understands their expectations.
- Collaborate with Employee: Involve the employee in the development of their letter of expectation to ensure their buy-in.
- Monitor and Review: Regularly review the letter of expectation and make adjustments as needed.
7 Sample Letters of Expectation for Different Reasons
Performance Improvement
Dear [Employee Name],
I am writing to express my concern regarding your recent performance in the role of [Employee Position]. Specifically, we have noticed a decline in your [Specific Performance Metrics or Behaviors].
- [list specific areas of concern]
- [list any previous feedback or support provided]
To support your improvement, we have developed the following expectations:
- [list clear and measurable goals]
- [describe any training or development opportunities]
We believe that with your commitment and our support, you can achieve these expectations. We will schedule regular check-ins to monitor your progress and provide feedback.
Attendance and Punctuality
Dear [Employee Name],
I am writing to address your recent attendance and punctuality issues.
- [list specific dates and times of absences or tardiness]
- [explain the impact of these absences on the team or business]
It is essential for you to maintain regular and on-time attendance for the following reasons:
- [list the importance of attendance and punctuality for the team and company]
- [describe the consequences of further absences or tardiness]
We expect you to adhere to the following expectations:
- [set clear attendance and punctuality standards]
- [outline any consequences for non-compliance]
Behavior and Conduct
Dear [Employee Name],
I am writing to address concerns regarding your recent behavior and conduct.
- [list specific incidents or behaviors that are inappropriate or unprofessional]
- [explain how these behaviors have impacted the team or business]
It is important for you to maintain a positive and respectful work environment for everyone. We expect you to adhere to the following expectations:
- [list specific behavioral expectations]
- [describe the consequences of any further inappropriate behavior]
Dress Code and Appearance
Dear [Employee Name],
I would like to address concerns regarding your recent appearance and adherence to the company dress code.
- [list specific examples of attire that does not meet the dress code]
- [explain the importance of maintaining a professional appearance]
We expect you to follow the following dress code expectations:
- [list the specific dress code requirements]
- [explain the purpose and benefits of a consistent dress code]
Technology and Communication
Dear [Employee Name],
I am writing to discuss concerns regarding your use of technology and communication.
- [list specific instances of inappropriate or excessive use of technology]
- [explain the impact of these behaviors on productivity and the team]
We expect you to use technology and communicate in a responsible and professional manner, according to the following guidelines:
- [list specific expectations for technology use]
- [describe the consequences of non-compliance]
Safety and Compliance
Dear [Employee Name],
I am writing to remind you of your obligations to comply with all company safety and compliance regulations.
- [list specific safety or compliance violations observed]
- [explain the importance of adhering to these regulations]
We expect you to adhere to the following safety and compliance expectations:
- [list specific safety or compliance guidelines]
- [describe the consequences of any violations]
Other
Dear [Employee Name],
I am writing to address a specific concern that has been raised regarding [describe the issue].
- [list specific details of the issue]
- [explain the impact of the issue on the team or business]
We expect you to address this issue in the following manner:
- [list clear and measurable expectations]
- [describe any support or resources available to assist you]
What is a Letter of Expectation?
A letter of expectation is a formal document that outlines the specific performance expectations for an employee. It is typically used when an employee is not meeting the required performance standards and needs to improve in order to maintain their employment.
The letter of expectation should be clear and concise, and it should outline the employee’s specific areas of performance that need to be improved. The letter should also include a timeline for improvement, and it should state the consequences of not meeting the expectations.
Letters of expectation can be an effective tool for motivating employees to improve their performance. However, it is important to use them carefully and to ensure that they are fair and objective.
What are the Key Elements of a Letter of Expectation?
The key elements of a letter of expectation include:
- A statement of the employee’s current performance
- A list of the specific areas of performance that need to be improved
- A timeline for improvement
- A statement of the consequences of not meeting the expectations
- The date of the letter
What are the Benefits of Using a Letter of Expectation?
The benefits of using a letter of expectation include:
- It can help to motivate employees to improve their performance
- It can help to document the employee’s performance
- It can help to create a clear understanding of the employee’s expectations
- It can help to avoid misunderstandings between the employee and the supervisor
Well, there you have it! You’re now armed with a template and a few tips on how to write a letter of expectation. Remember to thank the recipient for meeting with you and taking the time to go over the expectations, and wish them well in their new role. Thanks for hanging with me for a bit. If you have any questions, leave me a comment below and I’ll get back to you as soon as I can. In the meantime, be sure to check back for more articles on all things career and job search related.