How To Write A Letter Of Concern (with Samples)

Employees engaged by a company or organization are expected to work successfully. After all, a company can only succeed if all of its workers work to their full potential. 

However, the two organizations' definitions of performance may differ.

Targets must be met by employees. When it comes to evaluating them, their performance is taken into account. The production of each employee is being watched. 

The management has the authority to send a warning letter if they repeatedly fail to perform. It is to ensure that the employee in question may redeem himself and enhance his or her performance.

Employers, on the other hand, must ensure that their staff are motivated and engaged. A warning does not always follow a performance counselling session. 

An employee receives a letter of concern if his or her performance isn't up to par. It also indicates that they must improve, even though it is not a formal warning. 

Let us first grasp what a letter of concern is and why it is necessary before learning how to write one.

When does it become necessary to write a Letter Of Concern?

A letter of concern is written when a supervisor notices that one or more of his or her subordinates are not doing properly, as shown in the preceding sections. 

Typically, such personnel are given the freedom to fix the issue on their own. If the superior notices that the problem has not been remedied, they will intervene by writing a letter of concern. 

It must be provided for the employee to be informed of their declining performance.

The letter must be precise, and the language must communicate a specific message to the employee. It should also fully describe the situation to the employee.

For example, the letter should inform them that the quality of their work falls short of the company's expectations. In addition, the letter should make recommendations for how to resolve the problem.

For example, because he/she is frequently late to work, the quality of his/her work has deteriorated. The employee should be advised to either arrive on time or work overtime in the letter.

What is the difference between a concern letter and a letter of inquiry?

It's a type of informal warning given to an employee who performs badly or breaks the workplace's code of behavior. 

A letter of concern is the initial step in the disciplinary process. The informal letter is most commonly used to alert an employee of a performance issue. The goal is for the concerned employee to rectify the situation before it worsens.

Employees whose job quality and performance are decreasing are typically verbally chastised. The supervisor then writes them a note of concern when that is completed. 

Employees may also be urged to seek assistance from their boss if they are having difficulties with their tasks.

This letter can be issued to an employee by anyone, including the department head. Employees may also receive this informal letter from the Human Resources department in some cases. 

It's been discovered that in some cases, even the CEO of the company notices poor performance from certain employees. 

They might tell the HR department to send these letters to the employees' superiors. Those letters will be forwarded to the superior's subordinates.

A letter of concern can also be written by a coworker in response to unprofessional behaviour by another coworker. 

It's usually sent to the company's top executives. The sender must include specific details about the unprofessional behaviour when writing the letter.

Harassment of coworkers, inability to fulfil deadlines, tardiness and other forms of unprofessional behaviour are examples. A letter like this is typically sent to deter unprofessional behaviour at work.

1. How to write a letter of concern for unprofessional behavior?

Following are the requirements for the letter:

1. Note the unprofessional behavior you saw in the letter, as well as the date and time.
2. Explain why you believe such conduct is unprofessional and how it might harm the company in the letter.
3. Explain the potential consequences of such conduct at work if it is not managed.
4. Make a list of the company's policies and procedures for employee misconduct.
5. In the letter, you might also talk about potential answers and options.

2. Sample letter of concern

Date

Employee's Initials

Code of conduct for employees

Designation of Workers

Department of Labor

Dear [Name of Employee]

This letter is to let you know that I'm concerned about your recent decline in job performance. Our organization's requirements for your contribution to the [Name of Project] were not met. In addition, some critical information was overlooked by the project.

Your performance at work is expected to increase, according to your boss. Your performance is also being thoroughly scrutinised. 

We also expect you to put in a greater effort in the future project. If you have any questions or concerns about the work you've been allocated, please contact me.

I appreciate it!

Name of Superior

Department Name

3. How to write a letter of concern for bad performance?

1. The HOD/manager should write a letter to the employee. It should be written when an employee's performance falls short of expectations and to inspire him or her.
2. Poor performance can occur for a variety of reasons, including a lack of grasp of project goals, general ineptitude, or personal issues. As a result, it is critical to state as well as address the proper issue while composing the letter.
3. The letter might potentially be seen as a warning to the employee. If an employee receives this letter, he or she should recognise that they need to adjust their attitude and conduct toward their poor performance and job.
4. The particular goal for why a letter of concern was sent should be stated in the letter. As a result, it should serve as a caution to refocus the individual.
5. When sending this letter to an employee for poor performance, extreme caution and additional caution are required. However, the letter's tone and word choice should not be harsh. It can't be too casual or light, either.

4. Letter of Concern for unsatisfactory sales performance

Employee Name

Company Name

Business Address

<Date>

Name of the Sender

Sender Designation

<Department>

Concerns about sales results that aren't up to par.

Greetings, Employee Name.

I was going over the fortnightly sales report from March 2021 forward. The fact that you failed to meet your sales objectives for March and April 2021 was both worrisome and concerning.

As you are probably aware, we are a very new company, and our continued survival is dependent on each salesperson fulfilling their sales objectives. Failure to do so might result in a low rate of turnover and have a significant influence on the company's revenue and profitability.

Before writing this letter to you, I interviewed a few of your team members. During those two months, you were said to have vanished every day during work hours. You will be fired if you continue to act in this manner.

We're writing to inform you that your performance will be scrutinised in the next months. Following a review of your sales performance in these months, management will make a final judgement. You are expected to perform effectively and contribute to the success of the company.

You are welcome to speak with me on any subject, and you may reach out to me at any time during business hours, on any day. Your willingness to be open-minded and cooperate will be greatly appreciated in resolving this issue as soon as possible. 

It's past time for us to get our act together and fulfil our goals, taking your company to new heights.

Sincerely yours,

<Designation>

Name of the Organization

Contact Information.

Read:— Samples Letter To Judge For Guardianship

5. How to write a letter of concern for an employee?

Dear Joel,

Your boss has notified us that your performance has deteriorated during the previous few weeks. We're concerned since this is a big departure from your previous results.

We care about how well you perform and how successful you are. Do you have the necessary training and skills to achieve your goals? Human resources will come to your desk on Monday to retrain you.

If you continue to perform poorly, our company policy is to issue a formal warning. Let's talk about your retraining availability as soon as feasible.

Thank you for your time and consideration.

John.

 

Related articles:— 

1. How To Write A Letter To USCIS (with Sample)
2. How To Write A Clemency Letter (with Sample)
3. How to Write a Letter to Judge Before Sentencing (2 Samples)