Employee Letter Of Concern Template for India

The Employee Letter of Concern is a crucial HR document used in Indian workplace settings when an employee's performance, behavior, or conduct requires formal documentation and correction. This document is typically issued after verbal warnings have proven ineffective but before initiating severe disciplinary actions. It serves multiple purposes: documenting specific incidents or patterns of concern, establishing clear expectations for improvement, and providing a legal framework for potential future actions if needed. The letter must comply with Indian labor laws, particularly the Industrial Employment (Standing Orders) Act and state-specific regulations. It's an essential tool in progressive discipline systems, protecting both employer and employee interests by ensuring transparent communication and fair treatment while maintaining proper documentation for HR records.

1. Letter Header: Company letterhead, date, reference number, and confidential marking

2. Employee Information: Full name, employee ID, designation, department, and reporting manager

3. Subject Line: Clear indication that this is a Letter of Concern regarding specific issue

4. Issue Description: Detailed description of the specific performance or behavioral concern

5. Specific Instances: Documentation of specific incidents, dates, and examples of the concerning behavior

6. Impact Statement: Description of how the behavior affects the workplace, team, or business

7. Expected Improvements: Clear outline of expected changes and performance standards

8. Timeline for Improvement: Specific timeframe within which improvement is expected

9. Support and Resources: Available resources or support to help employee improve

10. Consequences: Clear statement of potential consequences if improvement is not shown

11. Signature Block: Space for signatures of issuing authority and employee acknowledgment