Written Reminder

Generally, the oral reminder outlines the problem and the corrective measures that the employee is expected to take. This discussion should also include a warning that points out the consequences to the employee should they fail to comply with the corrective measures discussed.

If, after the oral reminder stage, the employee’s performance is still not acceptable, a written reminder may be warranted, formalizing a discussion between a supervisor and an employee about a performance deficiency.The content of this document must be brief and to the point.

The written reminder

clearly identifies the problem
outlines the corrective measures that the employee had agreed to take
refers to the previous discussion with the employee
is concise and specific about the poor performance
reiterates the acceptable performance levels
sets a reasonable deadline for the expected level of improvement by the employee
contains a strong warning stating that failure of the employee to bring their performance up to the acceptable level within the time frame, will result in further action, up to and including termination.

The written reminder does not contain negative generalizations about the employee’s character nor should it contain any language that may be construed as offensive or insulting.

Documentation of Written Reminder

ask the employee to sign a copy of the written reminder to confirm that s/he has received, read, discussed and understood it
give the employee a copy of the written reminder
place a copy of the written reminder and the employee's confirmation of receipt in the employee's departmental personnel file
send a copy of the written reminder and the employee's confirmation of receipt to
- Human Resources, Attention: Employee Relations
- Senior Vice-Provost's Office [Academic Services employees, Norman campus only]

A sample written reminder is available in the Letter Template Library or may be obtained from your campus Employee Relations office.