A letter of concern is often one of the first steps taken by an employer when a problem occurs regarding one of their employees. A letter of concern usually follows a verbal warning and is also an informal means of addressing an employee before taking further, official steps, if necessary. This post will provide further context to when a letter of concern is necessary and also includes a template letter for employers.

The primary aim of a letter of concern is to address any issues that you may have with an employee as early as possible. This is to avoid having to go through any formal disciplinary procedures an employer has in place. It is vital that these issues are dealt with quickly in order to ensure there is an improvement in the employee’s behaviour or attitude towards work.

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A letter of concern is often provided to an employee soon after an informal verbal warning has been issued. This is in order to ensure that you have a written record of this interaction.

These letters are usually written for a multitude of reasons however, they are usually used for minor misconduct within the workplace. This can include…

• Missing PPE or incorrect uniform on more than one occasion
• Showing up late to work on multiple occasions
• Missing certain work-based performance targets and deadlines
• Improper use of workplace property

Any issues which may be a more immediate concern regarding an employee should be dealt with in a more formal manner. These issues include any claims of harassment or any more pressing performance concerns.

While the exact contents of a letter of concern will vary depending on the circumstances, there are a few key areas which every letter should cover. A full template of a letter of concern is available at the end of this post.

A letter of concern should firstly begin with a statement outlining the purpose of the letter. This opening statement should remind the employee of the previous meeting and the exact concerns of the employer.

Secondly, the improvements which the employer wishes to see should be outlined. You may also wish to include a date in which you wish any changes are required.

Finally, the primary purpose of a letter of concern is to address any concerns regarding an employee without formal disciplinary action. Therefore, it should be emphasised that it is the employer’s desire for any issues to be resolved without the need for any formal procedures and that the company is willing to offer its support.

A template letter of concern can be downloaded below: Please note this template is for guidance only and a HR professional should be consulted before use.