The Letter of Concern to Employee is a critical document in New Zealand's employment relations framework, typically used when formal documentation of workplace issues is necessary but before escalating to more serious disciplinary actions. This document serves as an important step in progressive discipline and performance management processes, providing clear communication of concerns while adhering to the principles of natural justice and good faith dealings required by New Zealand employment law. It should be used when verbal discussions have not resulted in the desired improvement, or when the nature of the concern warrants immediate formal documentation. The letter typically includes specific examples of the concerning behavior or performance issues, clear expectations for improvement, support measures available, and potential consequences if improvements are not made, all while ensuring compliance with the Employment Relations Act 2000 and related legislation.
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1. Letter Header: Company letterhead, date, reference number, and confidentiality notice
2. Recipient Details: Employee's full name, position title, and internal address
3. Subject Line: Clear indication that this is a Letter of Concern
4. Introduction: Brief statement establishing the purpose of the letter and reference to the employment relationship
5. Specific Concerns: Detailed description of the issue(s) with specific examples and dates
6. Impact Statement: Explanation of how the behavior affects the workplace, team, or business
7. Expected Standards: Clear outline of the expected behavior or performance standards
8. Action Required: Specific actions the employee needs to take to address the concerns
9. Support Available: Information about any support, training, or resources available to help
10. Timeline: Clear timeframes for improvement and review
11. Consequences: Statement about potential consequences if concerns are not addressed
12. Closing: Invitation for discussion and signature block
1. Previous Discussions: Reference to any prior verbal discussions or warnings about the issue
2. Relevant Policies: References to specific company policies or procedures that have been breached
3. Meeting Request: Formal request for a meeting to discuss the concerns in person
4. Union/Representative Rights: Information about the employee's right to have a support person or union representative
5. Performance Improvement Plan Reference: Reference to an attached PIP if the concerns are performance-related
6. Health and Safety Implications: Specific section addressing H&S concerns if relevant to the situation
7. Statutory Obligations: Reference to relevant legislative requirements if the concern involves legal compliance
1. Evidence Documentation: Copies of relevant evidence supporting the concerns raised
2. Performance Data: Statistical or factual data showing performance issues if applicable
3. Meeting Notes: Notes from previous relevant meetings or discussions
4. Relevant Policies: Copies of relevant company policies or procedures
5. Performance Improvement Plan: Detailed PIP if the concerns are performance-related
6. Timeline of Events: Chronological listing of relevant events or incidents
Relevant legal definitions
Company
Employee
Employer
Employment Agreement
Performance Standards
Workplace Policy
Code of Conduct
Misconduct
Serious Misconduct
Performance Improvement Plan
Review Period
Support Person
Representative
Reasonable Notice
Good Faith
Confidentiality
Working Days
Business Hours
Immediate Supervisor
Line Manager
Employee
Employer
Employment Agreement
Performance Standards
Workplace Policy
Code of Conduct
Misconduct
Serious Misconduct
Performance Improvement Plan
Review Period
Support Person
Representative
Reasonable Notice
Good Faith
Confidentiality
Working Days
Business Hours
Immediate Supervisor
Line Manager
Clauses
Identification
Purpose
Specific Concerns
Performance Standards
Conduct Requirements
Previous Discussions
Impact Assessment
Expected Improvements
Timeline
Support Measures
Review Process
Consequences
Confidentiality
Right to Representation
Meeting Requirements
Documentation Requirements
Good Faith Obligations
Health and Safety
Policy Compliance
Response Requirements
Appeal Process
Next Steps
Purpose
Specific Concerns
Performance Standards
Conduct Requirements
Previous Discussions
Impact Assessment
Expected Improvements
Timeline
Support Measures
Review Process
Consequences
Confidentiality
Right to Representation
Meeting Requirements
Documentation Requirements
Good Faith Obligations
Health and Safety
Policy Compliance
Response Requirements
Appeal Process
Next Steps
Relevant Industries
Professional Services
Manufacturing
Retail
Healthcare
Education
Technology
Financial Services
Construction
Hospitality
Government
Non-profit
Transportation
Agriculture
Mining
Media and Entertainment
Telecommunications
Relevant Teams
Human Resources
Legal
Employee Relations
People and Culture
Operations
Management
Administration
Compliance
Industrial Relations
Relevant Roles
Human Resources Manager
HR Business Partner
Department Manager
Line Manager
Supervisor
Team Leader
Operations Manager
General Manager
Director
Chief Executive Officer
HR Director
Employee Relations Specialist
Performance Management Specialist
Department Head
Regional Manager
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