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Dear (recipient's name),

I have always enjoyed working with you. You have such a fresh personality and seem to get along with all of your co-workers. I generally enjoy my association with you and I'm glad you're part of the (company) team.

After reviewing your last expense report, there are a few items that I question. I'm sure it's just an oversight on your part, but this is the (number) time this year we've had a discussion like this. The first time I questioned your expense report, you said it was carelessness on your part and that you would try harder to remedy this situation. It seems there is still a problem. I have highlighted the expenses I find to be in excess. The enclosed copy is for your reference. Notice that the highlighted examples alone are more the $(amount).

Please provide me with a written explanation of the highlighted items by (date). I expect justification for every item that I question. If you do not comply, I will be forced to terminate your employment.

Please give me a call if you have any questions. I trust everything can be solved to be satisfaction.

Sincerely,
(your name)

Dear (recipient's name),

I have always found you to be an excellent employee and such a pleasure to work with. Your ability to be available for new jobs has always been very impressive. As you know, we value customer service and put the needs of our clients ahead of everything else. I trust you are on the same page as I am when it comes to serving our customers.

Last month, you and I met for your quarterly review. At that time, we discussed the problem you seem to be having with follow-through. We both determined we would work together to rectify these problems. I'm enclosing a copy of that review to help refresh your memory.

We have received numerous complaints recently about your inability to complete a job. I'm not sure what the issue is here, but I hope we can solve it soon. The most recent complaint has come from the (name). You promised them two weeks ago that the job would be completed. As of (date), you hadn't even contacted them about finishing the job. This just isn't acceptable. If the (name) were the only complaint, I wouldn't even be bringing this up. But we've had several complaints from many customers about you with this same problem.

Please take the necessary steps to rectify this situation immediately. If I receive any more complaints about your performance, I will have no choice but to terminate your employment. I don't want to have to take that route.

On average, the number of complaints in an employee file is one per employee per year. You've already had four this month. This kind of service just isn't acceptable at (company). Please give me a call if you have any problems. I would like to help in any way that I can.

Sincerely,
(your name)

Dear (recipient's name),

According to the terms of your contract, you are required to sell (number) items a month. This is necessary to remain an active distributor. After reviewing your sales records for the past (number) months, it has come to our attention that you are well below this minimum requirement. It is necessary for you to immediately bring your sales to the minimum level or we will terminate your contract.

If you are having problems or need some sales ideas, please feel free to contact me. I'm happy to help you succeed.

Sincerely,
(your name)

Dear (recipient's name),

You've been with (company) for (number) now. We know you have exceptional writing skills and find your talent to be an asset to our corporation. I see great potential in you and feel you add a tremendous contribution to our company.

On (date), you and I met to discuss your quarterly review. At that time, we talked about your work schedule and the number of sick days you have been using recently. Although those sick days are there to use when you aren't feeling well, sometimes that privilege can be abused. In the last two weeks, you have called in sick three times. You've used a total of 15 sick days so far this year. This seems like a large amount of sick time to have already used.

I understand you've had some physical aliments. Perhaps your conditions are things that must have medical attention. I certainly understand if you aren't healthy and need to take time to see a doctor. Because of your excessive use of sick days, please bring me medical verification if the need to take more time off work continues. If you fail to provide this verification, your employment with (company) will be in jeopardy.

I know you know the importance of efficiency, team playing, and deadlines. We need you here in the office in order to be a complete team. Please take the necessary steps to alleviate this situation.

Sincerely,
(your name)

Dear (recipient's name),

(company) has been in business for (number) years now and it is partly due to wonderful customers like you. We enjoy serving you and are grateful to have you as a customer.

We have recently had (number) of your checks returned to us from your bank for insufficient funds. It is our company policy to charge you $(amount) for each returned check. Please pay the amount found on the enclosed bill immediately.

Unfortunately, we will no longer be able to accept your personal checks. We still appreciate your patronage and will gladly accept cash or credit cards.

We hope you will still be a loyal customer. Please feel free to give me a call if you have any questions.

Sincerely,
(your name)

Dear (recipient's name),

According to our records, you have failed to pay your outstanding invoice. Our office sent reminders to you on (date), (date), and (date). We have given you adequate notice that payment is due.

We are now required to inform you that payment in full must be received by (date). If we have not received payment by this date, your account will be turned over to our legal counsel. At this time, you will be responsible for any additional fees.

We regret we have to take this action, but it is necessary in order to meet the terms of our agreement.

Sincerely,
(your name)

Dear (recipient's name),

We have appreciated your loyal patronage for these many years. We know it is because of excellent customers like you that we are in business. We are pleased to be associated with you.

After reviewing some files, I noticed you are (number) days past due on your (company) bill. I'm sure this is an oversight. Please remit payment (company) to avoid any collection fees.

Again, we are grateful to serve you. Please feel free to give me a call if you have any questions about this bill.

Sincerely,
(your name)

Dear (recipient's name),

Thank you for taking the time to meet with me and discuss the concerns I have. For your reference, I am enclosing an outline of the meeting we had on (date). Please let me know if anything doesn't look right to you.

At that meeting, I discussed with you my disappointment with your recent behavior in regards to (issue). You committed to me that you would try to rectify the situation and works towards resolving the conflict. I trust you are on your way to making improvements. We set a target date of (date) for resolution.

It's very important to me that we both live up to the commitments made in our meeting. We have set high standards for our employees, but know those standards result in a pleasant working environment.

We'll meet again on (date) to discuss your progress. I'm confident I will find a positive result at this meeting.

Thank you for committing to solve this problem. I look forward to meeting with you again.

Sincerely,
(your name)

Dear (recipient's name),

According to company policy, you are out of line by using company resources for anything other than work related business. We are monitoring your use of the internet and have documented the amount of time spent surfing the internet.

Please discontinue this practice immediately. If we have any further problems with your internet usage, we will be forced to take further action. Thank you for your cooperation.

Sincerely,
(your name)