Free notice template · Word

Poor Performance Notice

A poor performance notice formally informs an employee that their performance is under review and invites them to a meeting to discuss it. It shares the performance data in advance, lets the employee bring their own evidence, and explains that outcomes may range from closure to a performance improvement plan.

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[Company Logo][Company Name]

NOTICE OF PERFORMANCE REVIEW MEETING

Ref. No.:: [Reference Number]
Date:: [Date]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]

Subject: Notice of Formal Review of Work Performance

Dear [Employee Name],

This is to inform you that your work performance is being formally reviewed, as it has been below the expected standard for [Period]. The key concerns are:

[Concern 1 – metric and period, e.g. average monthly sales of ₹X against target of ₹Y for Q1 and Q2]
[Concern 2 – e.g. appraisal rating of 'Needs Improvement' in FY review]
[Concern 3 – e.g. project milestones missed on DD/MM/YYYY]

Copies of the records relied upon are enclosed with this notice.

You are invited to a performance review meeting as per the details below:

Detail	Information
Date and time	[DD/MM/YYYY], [Time]
Venue / link	[Meeting Room / Video Link]
Company representatives	[Reporting Manager]; [HR Name]
Expected duration	[Duration]

At the meeting you will have full opportunity to give your view, explain any factors affecting your performance and suggest the support you need. You may bring any documents you wish to rely on, or send written comments to HR before the meeting.

No decision has been taken at this stage. After the meeting, possible outcomes include no further action, informal support, a structured performance improvement plan, or other steps under the company's performance management policy.

Please confirm your attendance to [HR Name] by [DD/MM/YYYY]. If the time is not suitable, let us know so that another slot within [Number] days can be arranged.

Enclosures: [Performance Records]

For [Company Name]
[HR Name]
HR Department

Received by
[Employee Name]
Date: [Date]

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What this template includes

Meeting date, time, venue or video link
Who will attend from the company
Performance data shared in advance
Right to bring their own records or comments in writing
Possible outcomes of the review, without pre-judging
Request to confirm attendance or seek another slot

When to use it

Before starting a formal performance improvement plan
When appraisal ratings have been below expectations for two or more cycles
When you want a structured meeting rather than a direct warning
When the employee should have time to prepare their side of the story

How to customise this template

1Give at least two to three working days' notice of the meeting
2Attach the performance dashboard or appraisal extract
3List realistic possible outcomes under your performance policy
4Offer a virtual meeting option for remote staff

HR tips

Keep the meeting a two-way conversation, not a verdict
Write minutes and share them with the employee afterwards
Consider role fit, training gaps and personal circumstances
Do not describe the outcome before the meeting has taken place

This notice is part of performance management, not a disciplinary penalty. Align it with your appraisal policy, standing orders and applicable labour laws, and seek legal advice where needed.

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Frequently asked questions

What is a poor performance notice?+

It is a written notice telling an employee that their performance is being formally reviewed, sharing the evidence and inviting them to a meeting to discuss it before any decision is made.

What are the outcomes of a performance review meeting?+

Outcomes can include no further action, informal support, a performance improvement plan, a change of role, or a performance warning, depending on the facts and policy.

Can an employee bring someone to the meeting?+

Follow your policy. Some companies allow a colleague to accompany the employee to a performance meeting; mention it in the notice if so.

All 50 warning, disciplinary & misconduct →

[Company Logo][Company Name]

PERFORMANCE ESCALATION NOTICE

Ref. No.:: [Reference Number]
Date:: [Date]
PIP Reference:: [PIP Number], [DD/MM/YYYY] to [DD/MM/YYYY]

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]

Subject: Outcome of Performance Improvement Plan and Escalation

Dear [Employee Name],

Your Performance Improvement Plan concluded on [DD/MM/YYYY]. The closing review was held on [DD/MM/YYYY] with [Reporting Manager] and [HR Name]. The results against the agreed goals are:

PIP Goal	Measure	Target	Achieved	Status
[Goal 1]	[Measure]	[Target]	[Actual]	[Met / Partly met / Not met]
[Goal 2]	[Measure]	[Target]	[Actual]	[Met / Partly met / Not met]
[Goal 3]	[Measure]	[Target]	[Actual]	[Met / Partly met / Not met]

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Performance Escalation Notice

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[Company Logo][Company Name]
PERFORMANCE WARNING LETTER
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Warning Regarding Work Performance
Dear [Employee Name],
Your Key Result Areas for the period [Period] were discussed and agreed with you on [DD/MM/YYYY]. A review of your performance for [Review Months] shows the following:
KRA / Metric Agreed Target Actual Achieved Gap
[KRA 1] [Target] [Actual] [Gap]
[KRA 2] [Target] [Actual] [Gap]
[KRA 3] [Target] [Actual] [Gap]
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Performance Warning Letter
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[Company Logo][Company Name]
SHOW CAUSE NOTICE
Ref. No.:
[Reference Number]
Date:
[Date]
Mode:
[By hand / Registered post / Email]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Work Location]
Subject: Show Cause Notice for Alleged Misconduct
Dear [Employee Name],
It has been reported to the management that you are alleged to have committed the following acts:
1. That on [DD/MM/YYYY] at about [Time], at [Place], you [factual description of first allegation].
2. That on [DD/MM/YYYY], you [factual description of second allegation, if any].
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Show Cause Notice
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[Company Logo][Company Name]
NOTICE OF DISCIPLINARY PROCEEDINGS
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Initiation of Disciplinary Proceedings
Dear [Employee Name],
Please refer to the show cause notice Ref. [Reference Number] dated [DD/MM/YYYY] concerning the alleged [brief description of allegations], and your reply dated [DD/MM/YYYY]. After careful consideration, the management has found your reply not satisfactory and has decided to initiate disciplinary proceedings under Clause [Clause Number] of the company's Standing Orders.
The proceedings will be conducted as follows:
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KRA / Metric	Agreed Target	Actual Achieved	Gap
[KRA 1]	[Target]	[Actual]	[Gap]
[KRA 2]	[Target]	[Actual]	[Gap]
[KRA 3]	[Target]	[Actual]	[Gap]

[Company Logo][Company Name]

NOTICE OF DOMESTIC ENQUIRY

Ref. No.:: [Reference Number]
Date:: [Date]
Mode:: By hand / Registered Post A.D.

To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
[Employee Address]

Subject: Domestic Enquiry into Charges in Charge Sheet Ref. [Charge Sheet Number] dated [DD/MM/YYYY]

Dear [Employee Name],

Please refer to the charge sheet cited above and your reply dated [DD/MM/YYYY] (or: no reply having been received within the stipulated time). Your reply has been examined and found not satisfactory. The management has therefore decided to hold a domestic enquiry into the charges in accordance with Clause [Clause Number] of the company's Standing Orders.

Particulars	Details
Enquiry Officer	[Enquiry Officer Name], [Designation]
Presenting Officer	[Presenting Officer Name], [Designation]
First sitting – date and time	[DD/MM/YYYY], [Time]
Venue	[Venue Address / Room]
Language of enquiry	[English / Hindi / Regional Language]

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Domestic Enquiry Notice

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[Company Logo][Company Name]
SUSPENSION NOTICE
Ref. No.:
[Reference Number]
Date:
[Date]
Effective from:
[DD/MM/YYYY], [Time]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Suspension from Duty
Dear [Employee Name],
This is to inform you that you are placed under suspension with effect from [DD/MM/YYYY], [Time], [pending enquiry into the allegations communicated to you vide Ref. ___ dated DD/MM/YYYY / as a penalty for a period of ___ days, as decided vide order Ref. ___ dated DD/MM/YYYY], under Clause [Clause Number] of the company's Standing Orders.
During the period of suspension:
Notice · Word
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[Company Logo][Company Name]
NOTICE OF DISCIPLINARY HEARING
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Invitation to Disciplinary Hearing
Dear [Employee Name],
You are invited to attend a disciplinary hearing to [respond to the allegations set out in our letter Ref. ___ dated DD/MM/YYYY / present your comments on the findings of the Enquiry Officer in the enclosed report dated DD/MM/YYYY].
The matters to be considered at the hearing are:
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Disciplinary Hearing Notice
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[Company Logo][Company Name]
NOTICE OF PROPOSED PENALTY
Ref. No.:
[Reference Number]
Date:
[Date]
To,
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Subject: Proposed Penalty for Misconduct – Ref. [Charge Sheet / Show Cause Number]
Dear [Employee Name],
With reference to [the show cause notice / charge sheet] dated [DD/MM/YYYY], the charge of [brief description] has been [admitted by you in your reply dated DD/MM/YYYY / found proved in the enquiry report dated DD/MM/YYYY, a copy of which was provided to you].
Having considered the nature of the misconduct, your service record and the circumstances stated by you, the disciplinary authority proposes to impose the following penalty under Clause [Clause Number] of the Standing Orders:
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Poor Performance Notice

Preview of the notice

Subject: Notice of Formal Review of Work Performance

What this template includes

When to use it

How to customise this template

HR tips

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Frequently asked questions

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