Manage Employee Issues with HR Email Templates (Part 1) - Empxtrack
warning letter to employee

HR communicates frequently with employees; often to respond to queries and sometimes to address specific issues. Given our reliance on electronic mediums to communicate, most HR communication is through emails. This article shares some commonly used HR Email Templates that you can quickly use for effective communication.

Why have ready to use HR Email Templates?

How much time do we invest in writing emails and communicating with employees each day? A typical HR Manager spends about 3 – 4 hours each day in email communication. And about a fifth of that time is spent in composing emails to employees.

You want to be sure that the email is professional, does not contain redundant information and succinctly addresses the reason of why you are writing it.

For a busy HR professional like you, let us make things simple and less time-consuming.

Given our commitment to make the life of HR professionals less stressful, we are sharing some ready-to-use HR Email Templates that will help you meet employee communication needs quickly and professionally.

So let’s get started…

Template 1. Employees with negative perspective

Most work is done collaboratively nowadays and almost everyone works in teams.

Employees who exhibit a negative attitude are often said to impact the morale of the entire team. This can impact productivity and outcomes not only for them and their team but also the entire organization as well. Your management wants you to address this issue with the employee.

You can address this issue with a positive mindset. To begin with, it is important to understand what is the key challenge being faced by the employee. To open the conversation, you can use the following email template:

Hi <first name>,

I have been noticing lately that something is bothering you. I miss your high energy and enthusiasm that you were well known for in our company.

Is everything ok at both personal and professional levels?

Would you like to get together for an informal discussion over a cup of coffee? I am available <tomorrow between 3pm and 5pm for a discussion>. If you confirm, will share an invite to block our calendars.

I would like to reassure you that I am always there to help all employees and ensure that they enjoy the time being spent at office.

Please feel free to reach out to me and speak out your heart anytime.

Thanks!
<Your name>

Template 2. Employee frequently shows up late

A supervisor has shared that one of their employees is not adhering to office hours. The employee and supervisor have had multiple discussions on this matter but there is no visible change in behavior. You have been asked to look into the issue.

One of your options is to issue a written warning letter but you want to understand why the employee is having the challenge and if you can help address this.

Here is an HR Email Template that you can use to communicate your concerns with the employee.

Hi <first name>,

I was going through the attendance records of all employees and observed that there are many instances where your attendance has late in-time entries.

Hope everything is ok!

I would like to understand if you are facing any specific problems that are leading to this challenge. Besides impacting productivity, this can impact your career negatively.

Would you have some time <tomorrow between 3pm and 5pm> for an informal chat over a cup of coffee?  Let me know and will share an invite to block our calendars.

I would like to reassure you that I am always there to help employees out and ensure that enjoy the time at office.

Please feel free to reach out to me anytime and speak out your heart.

Thanks!
<Your name>

Template 3. Employees who need to attend more training and development sessions

An employee is not meeting the job requirements and their supervisor has recommended trainings to help build up skills. Yet the employee is not attending the program although they have been reminded by the supervisor multiple times.

You have been approached to address this matter.

You understand that the employee may have personal time commitments or may have some unvoiced concerns and the following template will help you open up the discussion.

Hi <first name>,

I hope you are doing well.

I was asked to compile all training recommendations received from managers and their completion by employees. Noticed that you have been recommended for 2 different training programs but these are not marked complete yet.

It is extremely important that we continue to upgrade ourselves with latest tools and knowledge. I would like to get together with you to understand if you are facing any challenges in completing this activity.

Would you have some time for a discussion {tomorrow between 3pm and 5pm} over a cup of coffee? Please let me know and I will share an invite to block our calendars.

I would like to reassure you that I am always there to help employees out and ensure that enjoy the time at office. Please feel free to reach out to me anytime and speak out your heart.

Thanks!
<Your name>

Concluding thoughts

  • Hope you find these HR Email Templates useful! Please let us know by sharing your thoughts and comments below.
  • If there are any other interesting templates that you would like to add, please use the comment section below and we will be happy to attribute them to you
  • While you can copy these templates from our web-site, it is always easier to have a ready-to-use set in your HRMS. This will allow standardization and will also store the communication on the employee file for later reference.
  • We have created many more templates. Refer to Additional HR Templates

1 Comment

  1. Need template for employees who are not filling their Leave Management System and later on they are coming for reversal request.

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