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Match Intervention Protocol: Formal Warning Call Follow-Up

The following template is designed to be used as a baseline draft of the follow-up email to a mentor resulting from a formal warning.  Please note that you may need to slightly augment the language of this template based on the circumstance of the pair.  At a bare minimum, you will need to address the email to the appropriate recipient, edit the text in brackets and clean any formatting errors that resulted by the copy/paste action into Microsoft Outlook.

Note: Based on the circumstances of the pair, a PM's manager may want to approve this message before being sent to the mentor.


  • Mentor
  • PM's Manager

Email Subject: 

Formal Warning Call Follow-up 

Email Body:


Thanks again for taking the time to speak with me yesterday.  I really appreciate your honesty and openness with some of the things that have made it difficult for you to [email/meet up] with [MENTEE] this year.  I wanted to send a follow-up email with what we discussed, just to make sure we’re on the same page.

As I mentioned on the phone, I’m concerned about how frequently you [complete the weekly lessons/have met MENTEE] and the effect that it’s having on [him/her].  Part of my job is to keep an eye on participation and to help mentors that are having a hard time meeting up or emailing with their mentees. 

Because of this difficulty in meeting our program requirements of one online communication per week and one meeting a month, I am required to give you a formal warning that, if you continue to [miss multiple lessons in a row/miss multiple events without making them up], I might have to put you on what’s called probationary status.  Probationary status involves coming up with a more detailed action plan and checking in more periodically about your match; it is also typically the last warning given before un-matching a pair. We have this policy in place because we know that honoring the mentoring commitment sets a positive example for mentees and is in the best interest of our students achieving programmatic outcomes.

I don’t think we’ll get to that point though—this warning simply means that I will commit to supporting you as best as I can in your relationship and helping you and [mentee] get back on track with your match.  Also, per our discussion on the phone, I will [X AND Y AND Z] to better support you as a mentor to [MENTEE].

On your end, that means committing to meet your mentee each month and email before class session each week.  You also suggested it might be helpful to [set phone reminders/come to class/etc.]. 

Again, the goal of this plan is to get the two of us working together to get the two of you back on track.  I’m here as a resource for you and will do whatever I can to support you as a PM, but, ultimately, I need you to meet our basic program requirements of one meeting a month and one online communication a week in order to keep the two of you matched.

Thanks again for all that you’ve already done for [MENTEE].  I know mentoring isn’t always easy, so I really appreciate your working with me to support [MENTEE] this past year. Please keep me posted with any way I can help and know that I look forward to watching you and [MENTEE] continue to develop your relationship together!

All the best,