BACHELOR OF HUMAN RESOURCE MANAGEMENT

SEPTEMBER 2019

OUMH2203

ENGLISH FOR WORKPLACE COMMUNICATION

MATRICULATION NO : 940216135140001

IDENTITY CARD NO. : 940216135140

TELEPHONE NO. : 013-8172646

E-MAIL : stefanff@oum.edu.my

LEARNING CENTRE : KUCHING LEARNING CENTRE

Task 1
The type of letter that is suitable to be prepared based on the given scenario is bad news
letter.
Task 2
To:

Rose Juliet

Accountant

Department of Economy Development

From:

Stefan Flora Franky

Assistant Manager

Department of Economy Development

Date: 11th November 2019

Dear Rose,
Subject: Written Warning – Unsatisfactory Performance

This letter serves as formal reprimand for your unsatisfactory performance. This is your first
warning in relation for being late to work, failed to meet all deadlines, and made a lot of
mistakes in your work. Your performance has deteriorated for the past three months. We are
concerned and worried of certain issues which are related to your repeated tardiness that have
affected your work performance. The administration have been intently monitoring your
performance and that they found out that your unsatisfactory performance has also affected
the entire work team.

The first issue is your punctuality. I have noticed that you have been frequently late for work.
For the past three weeks, you have reported for work two hours late for at least three days per
week. Thus, your planning work could not be completed according to schedule that has been
set by the team. We depend upon each employee to do their jobs as well as could be expected
and at a good level to abide by our policies, which are intended to make our workplace a
gainful, productive and positive one. Since you are a member of our team, you have failed to
meet these expectations, it has negatively affects the organizations and also that of the entire
work team.

Secondly is your failure in meeting the deadlines. This has prompted uncompleted work. As
perhaps one of the biggest supplier of food machines in the country, interest for our items has
expanded throughout the years. The projects given to you have been as of now already
extended and cost generous misfortune to the firm. It is to the greatest advantage of the firm
that you choose and give an appropriate clarification for the fragmented focuses on that have
cost the firm profoundly. It has likewise been seen as overbearing and troublesome to the
team and the firm.

These are strategies that you need to adhere to ensure that your tardiness and performance at
work is improved. First is punctuality. Most professionals, be they employees or managers,
have one thing in common: they make punctuality a priority. This one habit helps you stand
out as a reliable and trustworthy person, one who’s dependable and can be relied on to deliver
on time. Stress is the main grievance at the work environment, and being on time can lessen
work related pressure. Frequently being late means hurrying and scrambling to get up to
speed with deadlines and pending work. It not simply prompts poor working environment
execution; it makes your team and unrivalled on edge and uncomfortable. Therefore, you
need to arrive at the office by or before 9 am every working day. This is to enable you to have
sufficient time to tackle your work load and complete all your assignments on time. As your
supervisor, I will be monitoring your daily attendance at work. Secondly, you will need to
update me everyday regarding the status of the project. This way, it will show that you are
willing to improve your working performance and that you are serious and dedicated to finish
the project given to you on time without it being extended to another date.

It is expected that you will promptly address this circumstance and that further discussions
won't be required. In any case, if there is a need to again have a discussion emerging from an
absence of action or move being made by you, the organization maintains all authority to
force further disciplinary actions. Please note that if you engage in further incidents of any
kind, you may be subject to more strict discipline, including suspensions without pay and
termination of your employment contract with us. You are also advised that immediate
improvement is required.
I propose that we meet again on 29th November 2019 to review your progress. Please let me
know if this time is convenient to you. If you wish to respond to this formal warning letter
please do so by contacting me on +60138172646 or by replying in writing.

Yours sincerely,

Stefan Flora Franky

Assistant Manager

Department of Economy Development

cc: Human Resource Department

Task 3

The type of letter that I have chosen is bad news letter which is a warning letter. I chose this
because it was stated in the scenario that Rose frequently been late for work, made a lot of
mistakes at work, failed to meet all the deadlines and the problem has grown worse. A
warning letter is a document that is useful to confirm and address a conduct issue or
performance with an employee. The purpose of a warning letter is to inform the employee of
their poor performance, unacceptable conduct or behaviour and the consequences of their
actions. (Carol M. Lehman and Debbie D Dufrene, 2008)

A written notice is given to an employee in the event that they keep on violating the
organization policies much subsequent to getting a verbal warning so as to ensure the
organization against future disputes. Delivering negative news is not that simple. Regardless
of whether you are informing somebody they are being laid off or giving useful criticism on
their job performance, how you decide to convey the message can impact its reaction. (Bovee
& Thill, 2010) The form portrays the act or unfortunate behaviour that occurred and
disciplinary methods, as well as a plan of action to enable the worker to improve their
performance and eliminate any miscommunication between the supervisor and employee.

An Employee Warning Letter secures a business by showing that the organization made the
correct move to determine any employee-related issues. An employee will be put on
probation relying upon the seriousness of the offense, or on the off chance that they have
been issued multiple warning and still repeating the same unethical behaviour. During the
probation time frame, the employee must improve their behaviour or met the requirement in a
predetermined measure of time. Repeated actions of wrongdoing, inability to meet probation
requirements, and certain extraordinary acts will result in job termination. (Thomas L. Means,
2009)

(1054 words)
 REFERENCES

Bovee, C., & Thill, J. (2010). Business communication essentials: A skills-based approach to
vital business English (4th ed.). Upper Saddle River, NJ: Prentice Hall.

Thomas L. Means, Business Communications, 2nd ed. South-Western Educational, 2009

Carol M. Lehman and Debbie D Dufrene, Business Communication, 15th ed. Thomson, 2008

Lemony Snicket, Horseradish: Bitter Truths You Can't Avoid. HarperCollins, 2007