What is a Letter of Concern?
A letter of concern is a formal written notice from an employer to an employee, highlighting issues such as poor performance, misconduct, or inappropriate behaviour in the workplace. Its main purpose is to clearly outline the employer’s concerns and give the employee an opportunity to address them before any formal disciplinary action is considered.
Typically, a letter of concern is issued when informal conversations or feedback have not led to the desired improvement. It serves as an early step in the employee management process, making expectations clear and helping to maintain fairness and transparency. Under UK employment law, using a letter of concern demonstrates that the employer is following a fair process, as recommended by the Advisory, Conciliation and Arbitration Service (ACAS) Code of Practice. This approach can help protect both the employer and employee by ensuring that concerns are documented and that the employee has a chance to respond.
Common reasons for sending a letter of concern include repeated lateness, not meeting performance targets, or breaches of workplace policies. By addressing these issues promptly and fairly, employers can often resolve problems without needing to progress to formal disciplinary procedures.
A letter of concern is just one type of formal communication used in the workplace. To understand how it fits within broader employee management practices, see Letters and Communications to Employees. For further guidance on appropriate situations for raising concerns, you may also find our section on How to Raise Concerns at Work helpful.
When Should You Write a Letter of Concern?
A letter of concern is typically used when an employee’s conduct or performance does not meet expectations, but the issue is not serious enough to justify immediate disciplinary action. Common situations include repeated lateness, minor breaches of workplace policies, or early signs of underperformance. By addressing these matters promptly, employers can encourage improvement before problems escalate.
Writing a letter of concern is an important part of fair employee management. It helps to document the issue, set clear expectations, and offer support, all of which are recommended by the Acas Code of Practice on Disciplinary and Grievance Procedures. Employers should carefully consider the nature and seriousness of the issue before deciding whether a letter of concern is appropriate. For more severe or repeated problems, formal disciplinary procedures may be required instead.
Addressing concerns early can prevent misunderstandings and foster a positive working environment. If you are interested in other workplace communication topics, you may also want to learn about when to write a work grievance letter.
How to Write a Letter of Concern
Writing a letter of concern to an employee should be clear, fair, and supportive. Start your letter with a polite opening, stating the purpose of the communication. Next, explain the specific behaviour or performance issue, giving clear examples rather than general statements. For instance, instead of saying “your work has been unsatisfactory,” mention the exact incidents or patterns that have caused concern.
It’s important to outline why this issue matters – describe the impact on the team, workflow, or company values. This helps the employee understand the wider context and shows that your concerns are not personal. Using simple, respectful language throughout the letter helps avoid misunderstandings and makes your expectations clear.
After explaining the concern, set out what changes are needed. Clearly state the improvements you expect and provide a reasonable timeframe for the employee to demonstrate progress. You should also mention any possible consequences if the issue isn’t addressed, such as moving to a formal disciplinary process. If appropriate, offer support – this could include extra training, mentoring, or access to wellbeing resources.
For further guidance, you may find it helpful to review a Sample Letter of Concern Template. Remember, there’s no one-size-fits-all approach, so adapt your letter to the situation and individual involved. If you want to understand more about the difference between raising concerns and formal action, our page on How to Raise Your Concern Informally offers useful comparisons and context.
While there’s no specific employment law in the UK that requires or regulates letters of concern, it’s important to act fairly and follow your company’s internal procedures. Being transparent and supportive not only helps the employee improve but also demonstrates good management practice.
Key Elements to Include
When writing a letter of concern to an employee, it’s important to include certain key elements to ensure clarity, fairness, and compliance with UK employment law. Here’s what every letter should cover:
- Employee’s name and the date of the letter: Clearly state who the letter is addressed to and when it was written. This helps avoid confusion and provides an official record.
- Description of the concern with factual details: Outline the specific issue, whether it relates to conduct, performance, or attendance. Use objective, factual examples rather than opinions or assumptions.
- Reference to any previous informal discussions: If you’ve already spoken to the employee about the issue informally, mention these conversations. This shows that you have followed a fair process before escalating your concerns.
- Clear statement of expected behaviour or performance: Explain what standards are expected moving forward. This should be in line with your workplace policies and any relevant legal requirements, such as those set out in the ACAS Code of Practice.
- Information on support available to help improve: Let the employee know about any training, mentoring, or other support that is available to help them address the concern.
- Next steps, including possible follow-up meetings or reviews: Outline what will happen next, such as a review meeting or a timeframe for improvement. This helps the employee understand the process and what is expected of them.
Including these elements not only supports a fair and transparent process but also helps protect your business if further action becomes necessary. For a comparison of how to structure other types of workplace letters, see our guide on How to Write Your Work Grievance Letter.
Legal Considerations and Best Practices
When writing a letter of concern to an employee, it’s essential to ensure your approach is fair, factual, and free from discrimination. The letter should clearly outline the issue, reference any relevant facts, and avoid language that could be seen as threatening or as making a final disciplinary decision. Instead, focus on encouraging improvement and offering support.
Employers must follow any internal procedures, such as those set out in their Employee Disciplinary Procedure, and apply them consistently to all staff. This helps demonstrate fairness and transparency if the matter progresses. Keeping a copy of the letter on file is important for record-keeping and future reference.
UK law requires employers to handle concerns in line with the Equality Act 2010, which protects employees from discrimination based on characteristics like age, gender, race, or disability. It’s also vital to understand your obligations under the ACAS Code of Practice on Disciplinary and Grievance Procedures, which sets out the minimum standards for managing workplace issues fairly.
Employees have rights throughout this process, including the right to be informed of concerns and to respond. For further guidance on these rights and your responsibilities as an employer, see Employee Rights and Responsibilities.
If you’re unsure about the legal implications or how to phrase a letter of concern, it’s wise to seek advice from your HR team or a legal professional before sending it. For more on effective communication and broader employee management, visit Managing Employees.
Supporting Employee Wellbeing
Supporting employee wellbeing is a key part of handling workplace concerns fairly and lawfully. Sometimes, an employee’s performance or behaviour issue may be linked to mental health, stress, or personal difficulties. As an employer, it’s important to recognise these situations and approach them with care.
When writing a letter of concern, use sensitive and respectful language. Avoid making assumptions or placing blame. Instead, invite the employee to discuss any factors that may be affecting their work, and reassure them that your aim is to offer support, not punishment. You can find practical advice on creating a supportive workplace in the Mental Health at Work: A Guide for Employers.
Employers have a legal duty under the Equality Act 2010 to make reasonable adjustments for employees who are disabled, including those with mental health conditions. Remind employees in your letter about the support available to them, such as access to Workplace Wellbeing Support Services or internal employee assistance programmes.
Encourage open communication, letting employees know they can raise concerns or ask for help without fear of negative consequences. For more information about employee rights regarding mental health at work, see Mental Health and Work: Your Rights. You may also wish to direct employees to guidance on How to Raise Your Concern Informally if they need further support.
By focusing on wellbeing and support, you help create a positive workplace culture and ensure your management practices meet legal and ethical standards.
What Happens After Sending a Letter of Concern?
After sending a letter of concern, it’s important to closely monitor the employee’s response and any steps they take to improve. Employers should schedule follow-up meetings or reviews to discuss progress, provide support, and clarify expectations. If the employee demonstrates improvement, the matter may be resolved informally. However, if issues persist or there is no significant change, further action – such as initiating formal disciplinary procedures – may be necessary, in line with the ACAS Code of Practice on disciplinary and grievance procedures.
To ensure fairness and transparency, it’s essential to set clear expectations about how much time the employee has to improve. For detailed guidance on setting and managing these expectations, see our section on Timelines for Employee Improvement After a Concern Letter.
If you need advice on what steps to take when issues remain unresolved, you may also find our guidance under Next Steps if Your Issue Is Not Resolved helpful.
