If you have ever been in a position to write a reference letter for an employee who did not perform well, you know how challenging it can be to strike a balance between being honest and not damaging their chance of securing another job. In this article, we will provide tips and examples that can help you craft a reference letter for a not so good employee.
Tips for Writing a Reference Letter for a Not So Good Employee
When writing a reference letter for a not so good employee, there are certain things that you should keep in mind to make it effective. Here are some tips:
1. Be Honest
Don’t sugarcoat the employee’s performance issues. Be honest about their shortcomings, but do not make the letter sound overly negative or harsh.
2. Focus on the Positive
Highlight the employee’s strengths and skills that could be valuable in their next role. This can help balance out any negative feedback in the letter.
3. Avoid Personal Attacks
Stick to the facts and avoid making any personal attacks on the employee. This can come across as unprofessional and damaging to their reputation.
4. Keep it Short and Simple
Avoid long-winded explanations or unnecessary details. Keep the letter concise and to the point.
5. Offer to Discuss Further
If the recipient of the letter has any questions or concerns, offer to discuss the employee’s performance further in a phone call or meeting.
6. Edit Examples as Needed
Use the examples provided below as a starting point, but be sure to edit and customize them based on your specific situation.
Examples
Attendance Issues
Dear [Recipient’s Name],
I am writing to provide a reference for [Employee’s Name], who worked at [Company Name] for [Number of Years]. While [Employee’s Name] was a dedicated and hardworking employee, they struggled with attendance issues during their time at the company. Despite our efforts to address the issue, their attendance did not improve, which resulted in missed deadlines and delays in projects.
Although [Employee’s Name] has some room for improvement in this area, they are a skilled and reliable worker when they are present. I believe that with some guidance and support, they can overcome this issue and become a valuable asset to any organization.
Thank you for considering [Employee’s Name] for your open position. If you have any questions or would like to discuss their performance further, please do not hesitate to contact me.
Sincerely,
[Your Name]
Communication Issues
Dear [Recipient’s Name],
I am writing to provide a reference for [Employee’s Name], who worked at [Company Name] for [Number of Years]. While [Employee’s Name] had some strengths in their role, they struggled with communication issues that impacted their ability to work effectively with their colleagues and clients.
Despite our best efforts to address this issue, [Employee’s Name] did not show significant improvement in their communication skills. While this was a challenge, I believe that with the right training and support, [Employee’s Name] has the potential to improve and grow in this area.
Thank you for considering [Employee’s Name] for your open position. If you have any questions or would like to discuss their performance further, please do not hesitate to contact me.
Sincerely,
[Your Name]
Performance Issues
Dear [Recipient’s Name],
I am writing to provide a reference for [Employee’s Name], who worked at [Company Name] for [Number of Years]. While [Employee’s Name] had some strengths, their performance in their role did not meet our expectations.
Despite our efforts to provide feedback and support, [Employee’s Name] did not show significant improvement in their performance. While this was a challenge, I believe that with the right guidance and support, [Employee’s Name] has the potential to improve and become a valuable asset to any organization.
Thank you for considering [Employee’s Name] for your open position. If you have any questions or would like to discuss their performance further, please do not hesitate to contact me.
Sincerely,
[Your Name]
Interpersonal Issues
Dear [Recipient’s Name],
I am writing to provide a reference for [Employee’s Name], who worked at [Company Name] for [Number of Years]. While [Employee’s Name] had some strengths, they struggled with interpersonal issues that impacted their ability to work effectively with their colleagues and clients.
Despite our best efforts to address this issue, [Employee’s Name] did not show significant improvement in their interpersonal skills. While this was a challenge, I believe that with the right training and support, [Employee’s Name] has the potential to improve and grow in this area.
Thank you for considering [Employee’s Name] for your open position. If you have any questions or would like to discuss their performance further, please do not hesitate to contact me.
Sincerely,
[Your Name]
Work Quality Issues
Dear [Recipient’s Name],
I am writing to provide a reference for [Employee’s Name], who worked at [Company Name] for [Number of Years]. While [Employee’s Name] had some strengths, the quality of their work did not meet our expectations.
Despite our efforts to provide feedback and support, [Employee’s Name] did not show significant improvement in their work quality. While this was a challenge, I believe that with the right guidance and support, [Employee’s Name] has the potential to improve and become a valuable asset to any organization.
Thank you for considering [Employee’s Name] for your open position. If you have any questions or would like to discuss their performance further, please do not hesitate to contact me.
Sincerely,
[Your Name]
Teamwork Issues
Dear [Recipient’s Name],
I am writing to provide a reference for [Employee’s Name], who worked at [Company Name] for [Number of Years]. While [Employee’s Name] had some strengths, they struggled with teamwork and collaboration, which impacted their ability to work effectively with their colleagues.
Despite our best efforts to address this issue, [Employee’s Name] did not show significant improvement in their teamwork skills. While this was a challenge, I believe that with the right training and support, [Employee’s Name] has the potential to improve and grow in this area.
Thank you for considering [Employee’s Name] for your open position. If you have any questions or would like to discuss their performance further, please do not hesitate to contact me.
Sincerely,
[Your Name]
Time Management Issues
Dear [Recipient’s Name],
I am writing to provide a reference for [Employee’s Name], who worked at [Company Name] for [Number of Years]. While [Employee’s Name] had some strengths, they struggled with time management and prioritization, which resulted in missed deadlines and delays in projects.
Despite our best efforts to address this issue, [Employee’s Name] did not show significant improvement in their time management skills. While this was a challenge, I believe that with the right training and support, [Employee’s Name] has the potential to improve and grow in this area.
Thank you for considering [Employee’s Name] for your open position. If you have any questions or would like to discuss their performance further, please do not hesitate to contact me.
Sincerely,
[Your Name]
Frequently Asked Questions
Can I refuse to write a reference letter for a not so good employee?
As an employer or a colleague, you are not obligated to write a reference letter for anyone. If you feel uncomfortable writing a reference letter for a not so good employee, it is within your right to refuse or to explain your limitations and provide a brief factual reference, such as job title and dates of employment.
What should I do if an employee asks me not to mention their performance issues in the reference letter?
It is important to be honest and factual in a reference letter. If you do not mention the employee’s performance issues, this can come across as misleading and dishonest to the recipient of the letter. Instead, focus on the employee’s strengths and skills that could be valuable in their next role, and provide some constructive feedback on how they can improve in their areas of weakness.
Can I provide a verbal reference instead of a written one?
Yes, you can provide a verbal reference instead of a written one. However, it is important to be aware that verbal references can be difficult to verify and may not carry the same weight as a written reference.
What information should be included in a reference letter?
A reference letter should include the employee’s name, job title, dates of employment, a brief description of their duties and responsibilities, and your assessment of their performance in the role. You can also include any relevant accomplishments or achievements, as well as any areas for improvement or growth.
Can I use a template for a reference letter?
While it is okay to use a template as a starting point, it is important to customize the letter based on the employee’s specific situation and your own experiences working with them. This can help make the letter more authentic and effective.
Should I sign the reference letter?
Yes, you should sign the reference letter and include your contact information so that the recipient of the letter can follow up with any questions or concerns.
Conclusion
Writing a reference letter for a not so good employee can be challenging, but it is important to be honest and factual while also highlighting the employee’s strengths and potential for growth. By following the tips and examples provided in this article, you can craft an effective reference letter that can help the employee in their job search.