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Employee Letter Of Concern

Employee Letter Of Concern Template for Indonesia

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Key Requirements PROMPT example:

Employee Letter Of Concern

"I need an Employee Letter of Concern for a manufacturing worker who has had three safety violations in the past month, with the final warning to be issued by March 15, 2025, including specific reference to our company's safety protocols and Indonesian workplace safety regulations."

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Document background
The Employee Letter of Concern is a crucial document in Indonesian employment relations, serving as a formal written warning within the progressive discipline framework. This document is typically issued when verbal warnings have proven insufficient or when the severity of an issue requires immediate formal documentation. It must comply with Indonesian labor laws, particularly Law No. 13 of 2003 and related regulations, while adhering to any applicable company policies or collective labor agreements. The Letter of Concern should clearly articulate specific instances of underperformance or misconduct, establish clear expectations for improvement, and outline potential consequences of non-compliance. It serves both as a disciplinary measure and a developmental tool, providing a documented opportunity for the employee to address and correct identified issues before more severe actions are considered.
Suggested Sections

1. Letter Header: Company letterhead, date, reference number, and formal business letter formatting

2. Employee Information: Full name, employee ID, position, department, and length of service

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

4. Specific Issues: Detailed description of the performance or behavioral issues, including specific incidents, dates, and impact

5. Previous Communications: Reference to any verbal warnings, discussions, or prior documentation

6. Expected Improvements: Clear outline of required changes in performance or behavior

7. Timeline: Specific timeframe for expected improvements

8. Support and Resources: Description of what support will be provided to help the employee improve

9. Consequences: Clear statement of potential consequences if improvements are not made

10. Closing: Signature lines for manager, HR representative, and employee acknowledgment

Optional Sections

1. Performance Improvement Plan (PIP): Detailed action plan with specific goals and metrics, used when more structured improvement tracking is needed

2. Training Requirements: Specific training or development activities required, included when skill gaps are identified

3. Union Representative Notice: Required when the employee is under union coverage

4. Interpreter Statement: Used when the letter needs to be translated or explained in another language

5. Employee Response Section: Space for employee to provide written comments or response to the concerns raised

Suggested Schedules

1. Incident Report(s): Detailed documentation of specific incidents referenced in the letter

2. Performance Metrics: Charts or data showing performance issues when applicable

3. Meeting Minutes: Records of previous discussions about the issues

4. Relevant Company Policies: Copies of specific policies that have been violated or need to be referenced

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Linkedin in social icon imageX social icon image
alex.den.21@genieai.co
Relevant Industries

Manufacturing

Technology

Financial Services

Retail

Healthcare

Education

Construction

Mining

Hospitality

Transportation

Agriculture

Professional Services

Telecommunications

Energy

Public Sector

Relevant Teams

Human Resources

Legal

Operations

Administration

Personnel Management

Employee Relations

Industrial Relations

Compliance

Management

Labor Relations

Relevant Roles

Human Resources Manager

HR Business Partner

Department Director

Line Manager

Supervisor

Team Leader

HR Officer

Personnel Manager

Employee Relations Manager

Operations Manager

General Manager

Chief Human Resources Officer

Regional Manager

Branch Manager

Department Head

Industries
Law No. 13 of 2003 (Manpower Law): The main employment law in Indonesia that governs employment relationships, including disciplinary procedures and worker rights
Minister of Manpower Regulation No. 28 of 2014: Provides guidelines for the preparation and implementation of company regulations (Peraturan Perusahaan), including disciplinary measures
Law No. 2 of 2004: Governs industrial relations dispute settlement, relevant for potential disputes arising from disciplinary actions
Minister of Manpower Decree No. 150 of 2000: Regulates employment termination settlement and severance pay, important for understanding the potential consequences of progressive discipline
Government Regulation No. 35 of 2021: Implements provisions of Job Creation Law related to fixed-term employment, outsourcing, working hours, and termination procedures
Law No. 11 of 2020 (Job Creation Law): Omnibus law that amended various provisions of the Manpower Law, including those related to employment relationships and termination
Teams

Employer, Employee, Start Date, Job Title, Department, Location, Probationary Period, Notice Period, Salary, Overtime, Vacation Pay, Statutory Holidays, Benefits, Bonus, Expenses, Working Hours, Rest Breaks,  Leaves of Absence, Confidentiality, Intellectual Property, Non-Solicitation, Non-Competition, Code of Conduct, Termination,  Severance Pay, Governing Law, Entire Agreemen

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