To create and maintain a positive relationship with the employees of your organization, you need to clearly communicate the expectations and consistently take follow-ups in a fair and timely manner when expectations aren’t met. Regular communication with your employees builds a strong relationship and offers opportunities to give feedback.
If your employees are not able to perform the way you expected them to, you need to communicate your expectations. The best way to communicate the same is to issue a letter of expectation to that individual. There are many HRMS Softwares in India that can provide you with the Letter of expectation format to ease your work. However, if you want to know more about this letter, this blog will help you know the basics.
So, what is an Expectation Letter? Read further to know more.
A letter of expectation (LOE) is a letter that is issued to correct a deficiency of an employee, such as excessive absenteeism, poor performance, misbehavior, and more. It is the very first step in the corrective process. Putting your expectations and concerns in writing is an effective way for addressing the performance of the employees and mentioning other concerns.
An LOE usually constitutes 4 sections which include:
Since the LOE is a corrective measure, not a disciplinary action, you should not include the following the letter:
The main purpose of this letter is to communicate the expectations, provide guidance, and reduce future misunderstandings. Your letter should be particularly about responsibilities and accountabilities.
In your LoE, do not refer to the particulars of the behavior, situation, or activity. It is not appropriate for the letter to be accusing. Instead of using the word “you,” use phrasing like “workers are expected to.” The letter must:
The letter can address the activity, behavior, or situation and can be issued to:
Instances that could be addressed by LOE include:
Putting an employee’s problems and/or expectations in writing is a highly valuable technique for dealing with job performance and behavior issues. For most employees, receiving something in writing is a serious matter; some may require additional time to process the information, while others may become enraged or defensive. As a result, it’s critical to write the LOE in the first person and in a positive, encouraging tone. At the time the LOE is provided, always offer to meet with the employee to discuss the LOE and any supporting measures.
If you want to write a letter of expectation that doesn’t frighten your employee rather than offering positive measures to correct it, UBS HRMS Software India is there to help you. We provide our clients with an HR Toolkit that has an effective LOE format and other HR letter formats that will help you generate effective HR documents.