Employee Letter Of Concern Template for England and Wales

A concern letter for an employee is a formal written notification that lets you raise workplace issues in a structured, legally sound way. This template letter helps you record performance, conduct or attendance concerns while keeping to professional standards and complying with the law of England and Wales. It gives commercial and operations teams without an in-house HR function a clear starting point they can complete, change to fit the facts, and sign.

What is a letter of concern?

A letter of concern sets out specific worries about someone's work, tells them what needs to improve, and puts the matter on record. It is not a disciplinary sanction. It sits below a formal warning and above an informal conversation, giving fair notice and a documented chance to respond before any further steps. The letter usually names the concern, gives dated examples, states the standard expected, offers support, and sets a date to review progress.

When do you need this document?

You need this letter when informal discussions have not resolved the concern and you want a formal record before considering disciplinary action. It is useful where performance consistently falls below the expected standard, where there are repeated attendance issues, or where conduct affects colleagues or the working environment. It bridges informal management and formal procedures, showing clear evidence that you tried to address the matter constructively. The letter also helps you establish a paper trail and can support a performance improvement plan.

What should a concern letter for an employee include?

A strong letter is specific and easy to follow. Set it out with these elements:

• The person's name, your name, the date, and a 'Private and Confidential' marking
• A plain statement of the concern (conduct, performance, attendance or behaviour)
• Dated examples and factual detail, not opinion or vague adjectives
• The standard you expect and how it differs from current performance
• The support, training or adjustments you are offering, including any wellbeing support
• A realistic timeframe for improvement and a review date
• What may happen next, including that a formal warning could follow if concerns continue
• Contact details for who the person can speak to and how to respond

Can I find an example to work from?

This template gives you a worked structure you can adapt rather than starting from a blank page. A typical example reads: 'I am writing to formally raise concerns about your attendance. On 3, 10 and 17 March you arrived more than 40 minutes late without prior notice. The expected standard is arrival by your rota start time. I would like to see consistent on-time attendance over the next four weeks, and we will review progress on 15 April. If the pattern continues, this may lead to formal action.' Keep each paragraph factual, dated and tied to a specific standard, then select the wording that fits your own situation.

How is a letter of concern different from a written warning?

How do you notify the employee and send the letter?

Address the letter to the individual by name and mark it 'Private and Confidential'. You can hand it over in a meeting, post it, or send it by email, so long as delivery stays confidential and the person can respond. Notify the employee clearly that this is a formal concern and not a casual note, keep a dated copy on file, and give a point of contact. Ensure you set out how and by when they should reply, so there is no confusion about the next step or the time allowed to improve. If the person asks to be accompanied by a colleague or trade union member at any related meeting, follow that request in line with the ACAS guide to disciplinary and grievance procedures.

What if health or a medical condition is involved?

Attendance or performance concerns sometimes stem from a health issue or a medical condition. Where that may be the case, keep the wording neutral and focus on the facts rather than assumptions about someone's health. You may consult the person, with their consent, and ask them to provide a medical report from their doctor or occupational health input so you can consider reasonable adjustments before expecting improvement. The same applies where a period of sickness leave or other leave is relevant to the concern. Handle any health information carefully as special category data, and revisit the review date and standards if a condition affects what is reasonable at that time.

What happens if concerns continue over time?

A letter of concern is an early step, not an endpoint. If the issues are not resolved after a fair chance to improve, the matter can move into the formal disciplinary process and, in some cases, towards a warning or dismissal. Take each step in order and record it, so the paper trail shows you acted fairly at every stage. This letter is often the last informal-to-formal step before a written warning. A letter about performance or conduct is a separate track from redundancy, which is about a role being no longer needed rather than an individual's behaviour, so keep the two processes distinct.

Key legal considerations

Follow natural justice, so the person understands the specific concerns and has a fair chance to respond. Handle all personal information in line with the Data Protection Act 2018 and UK GDPR, and keep the content confidential, particularly where you request or hold a medical report. Keep the wording objective and factual, avoiding language that could breach the Equality Act 2010. Give specific examples with dates, set out expected standards, and offer appropriate support or training. State timeframes for improvement and explain what may follow if concerns are not addressed. For related HR paperwork you can pair this with an employment contract to keep standards consistent, or record positive feedback and goals in a performance review document.

Legal requirements in England and Wales

Under the Employment Rights Act 1996 you must follow fair procedures when addressing concerns, and this letter forms part of that process. The ACAS Code of Practice expects informal discussion before formal action, which makes this letter a useful intermediate step ahead of any warning. Mark the letter 'Private and Confidential' and deliver it appropriately to stay data-protection compliant. Set out the nature of the concerns, provide specific evidence, and give a reasonable opportunity to improve. Include any support, training or adjustments on offer, and set review dates to monitor progress. Avoid any language that could amount to harassment or discrimination under the Equality Act 2010, and keep copies as part of proper record keeping. Change the letter to reflect your own facts before you sign and send it.