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SAMPLE BASELINE PERFORMANCE LETTER Date: Employee name and address Re: Baseline Performance Improvement Certified Mail #XXX-XXX-XXX Dear Mr./Ms.______: As we discussed (today, or meeting date) your performance as (job classification) is below standards. I am concerned that in spite of previous meetings and memos on this subject, in which I pointed out areas of improvement, I have seen little or no progress to overcome performance deficiencies. The purpose of this letter is to delineate those critical areas of performance deficiency that need to be corrected immediately. The following is a summary of those areas and the specific actions that we agreed must be taken for improvement. Performance Area No. 1 Use of safety equipment Problem: Failure to wear safety glasses. On four different occasions, (dates), I observed you working on equipment in an area which required your use of safety glasses. You were verbally reminded each time but to no avail. Corrective When you are working with equipment that requires safety glasses, Action: you are to wear them. I expect you to wear such glasses at all times in these circumstances. Failure to do so on even one occasion during the period of this baseline performance letter will be deemed to be unacceptable performance. Performance Area No. 2: Accurate data entry Problem: On (date) you reported that you had completed the entry of information into the computer on 100 property information forms. A check of the forms submitted disclosed that 40 of the forms had been entered and 60 of the forms had not been entered. Corrective After checking your computer skills it is evident that you have the Action: skills to accurately complete the work. It is recommended that you slow down and focus on the work of entering each piece of data into the computer. Again, I remind you that the emphasis is on accuracy of the data being entered. There is no need to misstate the number of properties you have entered. Two or more instances of inaccurate data entry during the baseline period will constitute unsatisfactory performance. Performance Area No. 3: Professional conduct Problem: In my many attempts to discuss the above problems and others with you, you respond with antagonism and anger toward me. In each case, you threatened me by stating in a loud voice that you will find someway to get even with me and you accompanied this with shaking your fists. The personal animosity expressed by you toward me is unacceptable. It is disruptive to the work place and staff and has created a hostile and intimidating work environment. Corrective When you are given an assignment or directed to do a task, I Action: expect you to accept the assignment in a professional manner and to complete the work accurately and efficiently. If you require additional instruction or assistance, I encourage you to ask for it. One or more instances of unprofessional behavior will constitute unsatisfactory performance. I expect to see immediate improvement in the above performance areas and a demonstration of acceptable performance in each area and that these threatening behaviors will cease. I will monitor your performance on a weekly basis over the next (typically 60 days), as well as meet with you every (e.g., Friday) to review your progress. As requested, I will provide (e.g., training, resources, etc.). I will also be available throughout this period for consultation and suggestions on how to meet your performance goals. Failure to show improvement during the next (typically 60 days) days will result in my recommendation for your termination from the City of Oakland. If you have any questions regarding this letter, your performance improvement plan as described above, your progress in relation to your performance goals, or other related matters, I am available to discuss them with you. Please make a full effort to achieve the required level of performance during the coming weeks. Sincerely, Cc: Personnel file Employee Relations |