The Letter of Concern to Employee is a crucial human resource management tool used in Hong Kong's employment landscape when formal documentation of performance or behavioral issues is required. This document is typically issued when verbal warnings have not resulted in sufficient improvement or when the severity of the issue requires immediate formal documentation. The letter serves as an official record and often precedes more serious disciplinary actions. It must comply with Hong Kong's Employment Ordinance (Cap. 57) and related employment legislation, ensuring fair treatment and due process. The document should clearly outline specific concerns, provide evidence of incidents, set expectations for improvement, and specify consequences of non-compliance, while maintaining professional tone and objectivity.

1. Letter Header: Company letterhead, date, reference number, and confidentiality notice

2. Employee Information: Full name, position, department, and employee ID of the recipient

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

4. Specific Concern Details: Detailed description of the performance issues or behavioral concerns, including specific incidents with dates

5. Impact Statement: Explanation of how the identified issues affect the team, department, or company

6. Expected Standards: Clear outline of the company's expectations and required standards of performance/behavior

7. Improvement Requirements: Specific actions or changes required from the employee

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

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

10. Consequences: Potential consequences if no improvement is shown

11. Signature Block: Space for signatures of the issuing manager and acknowledgment by the employee