A few years ago I had occasion to write the following letter to someone not performing the work they were assigned. I use it as an example of writing a gently confrontational letter about low performance or non-performance.
Dear Joe,
Kelly, Richard, and I noticed that this is the third week in a row when you've not completed the internship tasks assigned to you.
As you would probably expect, the title 'intern' carries with it certain expectations for behavior -- e.g. to do the tasks of an intern.
If these tasks are not fitting into your schedule, or if there are circumstances beyond your control that prevent you from performing these tasks, then we need to talk together about how to reconcile the tension between you having the role and title 'intern' and your not behaving as one.
There are many ways to reconcile this tension and we look forward to a creative conversation about how we might proceed.
Kelly, Richard, and I continue to believe in your skills and abilities. We'd love you to continue, and none of us will think any less of you if you end up exiting.
Let's discuss this during your next scheduled mentorship call.
-Thomas
cc: Kelly, Richard
You'll notice a few things about this letter.
- It is factual.
- It is confrontational.
- It is gentle.
- It is inviting.
You'll not see criticism, condemnation, negative judgment, or blame.
I believe all good leadership comes from a spirit of kindness, curiosity, humility, and a commitment to what is best for the organization and for each individual under your care.
By
