Template 2025 - Letter of Clarification with ADA, Canopy, HR Leaves - Departmental Letter

Sep 1, 2026

This departmental letter template clarifies performance and workplace-behavior expectations for an employee, detailing specific concerns such as missed deadlines, incomplete assignments, unauthorized absences, and inappropriate communication. It includes structured placeholder fields for dates, examples, and explanations of why the behavior is problematic. The letter outlines required behavior going forward, notes potential disciplinary action up to termination under applicable collective bargaining agreements or policies, and references support options including ADA reasonable accommodation, FMLA/OFLA/PFML leave resources, and Canopy employee assistance for eligible employees.

LanguageEnglish

CategoryLetters

FormatDOCX

Pages3

Reading Time1 min

AccessFree to download

Letter of Clarification

Parties, Date, and Subject

Summary of Concerns and Required Improvements

Examples of Issues

Support Resources (ADA, FMLA/OFLA/PFML, Canopy)

Follow-up, Disciplinary Notice, and Closing

[Final document should be put on departmental letterhead] DATE _, 20__ TO: Employee Name, Employee Classification FROM: Supervisor Name, Supervisor Title SUBJECT: Letter of Clarification This memo summarizes and clarifies my expectations of your behavior on the job. I have concerns regarding [INSERT SUMMARY OF CONCERNS such performance concerns, not meeting deadlines, not completing tasks, unauthorized absences, unauthorized breaks) – 1-2 sentences]. [If you met to discuss the concerns, insert what was discussed in the meeting and explain the behavior in greater detail.]. [Recognize if there is a dispute: i.e. I understand you dispute these statements; however it remains that I have received complaints from a majority of your team that they are experiencing problems working with you and are uncomfortable with how you communicate with them.] [Insert explanation as to why this behavior is problematic] Insert examples such as: On multiple dates (insert dates) you have had unauthorized absences resulting in leave without pay. These hours have resulted in (hours of LWOP) of unauthorized absences. Insert examples such as: Performance issues specifically not meeting deadlines. On (date of deadline given) you were given a deadline of (deadline date) to complete (task). As of (date) this has not been completed and there has been no communication or update of the assigned project. Insert examples such as: Not adhering to respectful workplace expectations including the SEIU CBA Article 64: Mutual Respect. During an interaction on (date)with a co-worker, you were upset about a project you were working on. While discussing the details of the issues, you said to the co-worker, while others were around, something to the effect of, “it’s fine! I’ll just do it myself, you clearly aren’t smart enough to figure it out!” I recognize the demands of our jobs can lead to stress, however, it is never appropriate to vent frustrations by acting in a demeaning manner or insulting someone, especially in the presence of others During our meeting we spoke about your behavior, and I emphasized to you that [Insert things that are expected]. OR: Going forward, I expect that you will [insert things that are expected]. [If the employee has disclosed any disability or information regarding their health, please include the following] Furthermore, if you believe that you believe you have a disability covered under the Americans with Disabilities Act and may be eligible for a reasonable accommodation, you may contact Workplace ADA, at 541-346-2186. I also encourage you to pursue resources which may be available to you under FMLA, OFLA, and PFML if you would like information on applying for protected leave, please reach out to hrleaves@uoregon.edu. In addition, the University contracts with Canopy to provide a comprehensive HYPERLINK "https://hr.uoregon.edu/employee-assistance-program" employee assistance program for eligible employees. These services are at no cost to eligible members. Please let me know if you need assistance accessing any of these resources.] [We will meet again on [insert follow up date within 30 days] to assess your performance in these areas.] It is my expectation that you will make immediate and sustained improvement in the areas listed above. Failure to meet my expectations may result in disciplinary action up to and including termination, as specified in the [e.g. SEIU, UA, UOPA, Teamsters, UOSW, GTFF collective bargaining agreement/OA policy]. It is my hope that these issues can be addressed and corrected. Please let me know if you have any questions about your job responsibilities or my expectations of your behavior. Sincerely, [Supervisor name] [Title] Employee’s signature confirms only that the supervisor has discussed this letter with and provided a copy to the employee. The employee’s signature does not indicate agreement or disagreement with the contents of this letter. _________________________________ _________________ E

FAQs

What does the Letter of Clarification template cover?

It summarizes and clarifies the supervisor’s expectations regarding the employee’s on-the-job behavior and performance, including concerns like missed deadlines, incomplete tasks, unauthorized absences, and respectful workplace conduct.

How should the supervisor document the concerns?

Use the provided placeholders to insert a 1–2 sentence summary, meeting details if applicable, and specific examples with dates, deadlines, assigned tasks, and outcomes (including leave without pay hours when relevant).

What resources does the template mention for disability accommodations and leave options?

It references contacting Workplace ADA for reasonable accommodation discussions and encourages exploring FMLA, OFLA, and PFML for protected leave information, plus Canopy’s employee assistance program for eligible employees.

Sep 1, 2026

Upload by Berry Peter