What is a Concern Letter for an Employee and How Do You Write One Effectively?

A letter of concern is a formal, yet informal, management tool used to alert an employee that their performance or behavior requires attention, serving as a documented precursor to more serious disciplinary action. Based on our assessment experience, its primary goal is to clearly communicate the issue, offer support for improvement, and create a formal record, making it a critical step in progressive discipline and performance management.

What is the Purpose of a Letter of Concern in the Workplace?

A letter of concern for an employee is an internal document issued when a persistent performance or conduct issue becomes noticeable. Unlike a formal written warning, this letter is largely informal and is designed to bring the issue to the employee's attention without immediate disciplinary consequences. Its core purposes are to:

• Document the Issue: Create a formal record that the concern was raised, which is crucial for talent assessment and any future HR actions.
• Initiate Correction: Clearly state the observed problem and the expected standards of performance or behavior.
• Open Dialogue: Often includes an invitation for a meeting to discuss the issue and formulate a plan for improvement, aligning with supportive employer branding practices.

Key elements include a factual description of the issue, evidence supporting the concern, a clear outline of expected improvements, and available support resources.

What Are the Different Types of Concern Letters?

The format and sender of a concern letter can vary based on the workplace hierarchy and the specific situation. The main types include:

How to Write an Effective Letter of Concern in 5 Steps?

Writing an effective letter requires a balance of firmness and support. Follow these steps to ensure clarity and professionalism.

1. Establish the Issue and Gather Evidence Before drafting, confirm the issue is persistent, not an isolated incident. Review the employee's contract, the company's code of conduct, and gather concrete evidence. This evidence can include performance metrics, written complaints, or notes from prior verbal discussions. This objective approach is fundamental to a fair candidate screening process.

2. State Your Objective Clearly Open the letter by addressing the employee respectfully and immediately stating the purpose. For example: "This letter is to express concern regarding your recent punctuality over the past month." This direct approach ensures the employee understands the seriousness of the communication from the outset.

3. Provide Specific, Factual Details In the next paragraph, present the evidence you've gathered. Avoid subjective language. Instead of "your attitude has been poor," state: "On three separate occasions last week (list dates), you were observed raising your voice during team meetings." Reference specific company policies or job requirements that are not being met.

4. Outline Expected Improvements and Offer Support Clearly state the specific changes you need to see, such as "We expect all reports to be submitted by 5 PM on Fridays without exception." Then, offer constructive support. This could be additional training, a weekly check-in meeting, or directing them to company resources like an Employee Assistance Program (EAP).

5. Specify the Next Steps and Consequences Conclude by inviting the employee to a meeting to discuss the letter and to create a formal performance improvement plan. It is also necessary to stipulate that a failure to improve may lead to further disciplinary action, up to and including termination. This sets clear expectations.

What Does a Basic Concern Letter Template Look Like?

Here is a adaptable template you can use as a guide:

[Your Name], [Your Title] [Date]

[Employee's Name] [Employee's Title] [Company Name]

Subject: Letter of Concern Regarding [Specific Issue, e.g., "Project Deadline Adherence"]

Dear [Employee Name],

I am writing to formally document my concern about [the specific performance or behavioral issue]. We have discussed this matter briefly on [date(s)], and unfortunately, the issue has persisted.

The reason for this letter is [provide a brief, factual summary of the issue]. For instance, [cite specific evidence, such as "the Q3 sales report was submitted five days past the deadline," or "there have been two customer complaints regarding professionalism this month."]. This is not in line with the expectations outlined in your role description regarding [mention relevant policy or job duty].

My goal is to support you in improving this situation. I expect to see [state the specific, measurable change required]. To help you achieve this, I am offering [mention support, e.g., "a weekly 1:1 meeting to track progress" or "access to the online time management workshop"].

Please join me for a meeting on [Date] at [Time] to discuss this letter and create a plan for improvement. Please be aware that if significant and sustained improvement is not demonstrated, further disciplinary action may be taken.

Sincerely,

[Your Signature] [Your Typed Name]

The model shown is for illustration purposes only, and may require additional formatting to meet accepted standards.

Key takeaways for managers: Always base the letter on verified facts, not assumptions. The tone should be professional and objective, focusing on the behavior or output, not the person. Finally, the letter must be part of a larger conversation, not a substitute for it.