We offer the following template letter for performance coaching. You may alter this to suit your specific situation.

[Date]

[Employee’s Name]
[Employee’s Department]

Re: Performance Coaching

Dear [Employee]:

This letter is to serve as a recap of our meeting on [Date] concerning your [Work rule violation/behavior]. During our meeting several issues came up regarding [Fill in details of the offense].

As we go forward, it is imperative that you meet the following expectations:

[List all expectations and actions the employee must take]

Additionally, this letter serves as a formal notice that you must show immediate and sustained improvement in these areas. I trust that you will be able to meet these expectations. This is not discipline, but failure to improve your behavior could result in discipline. Please feel free to contact me if you have any questions.

Sincerely,

[Your Name]

CC: [Your Manager]