The Employee Letter of Concern is a crucial document in New Zealand's employment framework, typically issued when formal documentation of performance or conduct issues is necessary. It serves as an intermediate step between verbal warnings and more serious disciplinary actions, providing a clear record of concerns while complying with New Zealand employment law requirements, particularly the Employment Relations Act 2000. The document should be used when informal discussions have not led to required improvements, or when the nature of the concern warrants immediate formal documentation. It outlines specific concerns, provides examples, sets expectations for improvement, and establishes clear timelines and consequences, all while maintaining procedural fairness and good faith principles essential in New Zealand employment relationships.
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1. Header and Date: Company letterhead, date, and reference number if applicable
2. Employee Details: Full name, position title, and department of the employee
3. Subject Line: Clear indication that this is a Letter of Concern
4. Opening Statement: Purpose of the letter and reference to any prior verbal discussions
5. Specific Concerns: Detailed description of the performance or conduct issues, with specific examples and dates
6. Impact Statement: Explanation of how the concerns affect the workplace, team, or business
7. Expected Standards: Clear outline of the expected behavior or performance standards
8. Required Improvements: Specific actions or changes required from the employee
9. Support and Resources: Description of support, training, or resources that will be provided
10. Timeline: Specific timeframe for improvement and review period
11. Consequences: Clear statement of potential consequences if improvements are not made
12. Closing: Invitation for employee response and signature blocks
1. Previous Warnings: Reference to any previous verbal or written warnings, if applicable
2. Performance Improvement Plan: Detailed improvement plan with specific metrics, used for more serious or complex cases
3. Union Representative: Reference to union involvement if the employee is a union member
4. Medical Assessment: Request for medical assessment if health issues are potentially affecting performance
5. Workplace Investigation: Details of any ongoing or completed workplace investigation related to the concerns
1. Evidence of Incidents: Copies of relevant documentation, emails, or records supporting the concerns raised
2. Performance Metrics: Charts, data, or reports showing performance issues where applicable
3. Relevant Policies: Copies of workplace policies or procedures that have been breached
4. Meeting Notes: Notes from previous discussions or meetings about the concerns
5. Job Description: Copy of current job description showing required standards and responsibilities
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