How to reply if i receive a performance improvement mail
The dreaded performance improvement email! Here's a step-by-step guide to help you craft a professional and effective response:
Before you start writing:
- Take a deep breath and calm down. It's natural to feel anxious or defensive, but try to approach the situation objectively.
- Review the email carefully and identify the specific areas for improvement mentioned.
- Make a list of the key points you want to address in your response.
The structure of your response:
- Acknowledge and thank the sender: Start by thanking the sender for their feedback and acknowledging the importance of continuous improvement.
- Understand and summarize the concerns: Repeat back the specific areas for improvement mentioned in the email, ensuring you understand the concerns. This shows you're actively listening and willing to learn.
- Address each concern: Provide specific examples or explanations for each area mentioned, highlighting what you're doing or will do to improve. Be honest and transparent about your strengths and weaknesses.
- Offer a plan for improvement: Outline concrete steps you'll take to address each concern, including timelines and milestones. This demonstrates your commitment to growth and improvement.
- Close with a positive note: End your response by reiterating your enthusiasm for your role and your commitment to delivering high-quality work.
Example response:
Dear [Manager's Name],
Thank you for taking the time to provide feedback on my performance. I appreciate your candor and understand the importance of continuous improvement.
Based on your feedback, I understand that I need to improve in the following areas: [specifically mention the areas mentioned in the email, e.g., "timeliness of project submissions" and "communication with the team"].
To address these concerns, I plan to [provide specific examples or explanations, e.g., "submit project updates on a regular basis to ensure timely completion" and "schedule regular check-ins with the team to ensure everyone is on the same page"].
I will also [offer a plan for improvement, e.g., "attend a time management workshop to improve my productivity" and "set up a project management tool to track progress and ensure transparency"].
I am committed to delivering high-quality work and appreciate your guidance in helping me improve. I am excited to work with you to address these areas and continue to grow in my role.
Thank you again for your feedback. I look forward to discussing this further and implementing the necessary changes.
Best regards, [Your Name]
Additional tips:
- Keep your response concise and focused on the specific areas mentioned in the email.
- Avoid making excuses or blaming others for your performance issues.
- Show enthusiasm and a willingness to learn and improve.
- Proofread your response carefully to ensure it's free of errors and typos.
- Follow up with your manager to confirm your plan and ensure you're on track to meet the agreed-upon goals.
Remember, a performance improvement email is an opportunity for growth and development. By responding professionally and constructively, you can demonstrate your commitment to improvement and strengthen your working relationship with your manager.