Can You Tell Me: What is a Letter of Expectation?
AESES members may sometimes be issued a Letter of Expectation, taking the form of a coaching letter, a list of areas for improvement, or a similar type of instructive document. Letters of Expectation are generally intended to clarify management guidelines about matters such as attendance, communication and conduct, job performance, or workplace procedures. These are areas where the Employer has the right to determine expectations and set standards, which are outlined in both the UW and UM Collective Agreements under Article 4 “Employer’s Rights.”
The important thing to know about Letters of Expectation is that, although they can seem formal, they are intended to be non-disciplinary. The Employer issues formal discipline for alleged culpable activity or misconduct, and the discipline process is covered in Article 9 in both the UW and UM Collective Agreements. Letters of Expectation, on the other hand, do not normally indicate that the employee has done anything seriously wrong or that any immediate action will be taken against them. They are normally issued well in advance of any areas of concern crossing the line into formal discipline.
Letters of Expectation are usually placed in the employee’s file. Unlike formal disciplinary documents such as an Oral Warning issued under Article 9, Letters of Expectation do not always have a timeline for removal from the employee’s file. They may be referred to or reviewed with the employee at a future date and, if the concerns outlined in the letter continue, may be considered as part of a future disciplinary process. For these reasons, it is a good idea to carefully read the letter and understand the expectations being communicated, as well as keep a copy for your own records.
Employees can have a different perspective on workplace expectations than their supervisor and may disagree with the document’s contents. If you are issued a Letter of Expectation or similar document, it is good practice to listen before responding and to remain professional. If you disagree with any of the issues or concerns in the Letter of Expectations, they do not have to be resolved immediately. Take time to consider the feedback, clarify the expectations with your supervisor, and consider providing your perspective afterwards. If you are unsure about the document or feel that something isn’t right, contact AESES for advice before responding.
Letters of Expectation are not specifically outlined by our Collective Agreements at the UM or UW. They are generally intended to be constructive and focused on minor course corrections, improvement, and coaching, and often do not require any immediate action from AESES. However, if a letter contains inaccurate information, sets unreasonable expectations, or raises concerns about whether it is being used appropriately, the AESES Labour Team can provide guidance. Please reach out to us at LabourTeam@aeses.ca or 204-949-5200.
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