The Employee Letter of Concern is a crucial document in Philippine employment relations, serving as a formal written warning within the progressive discipline framework. It is typically issued when an employee's behavior, performance, or compliance with company policies requires formal intervention, but termination is not yet warranted. The document must comply with Philippine Labor Code requirements and DOLE guidelines, particularly regarding due process and documentation. It should clearly state the issue, reference relevant policies, outline expected improvements, and specify timelines and consequences. This letter becomes part of the employee's official record and may be referenced in future disciplinary actions or legal proceedings. The format and content must balance being firm yet constructive, ensuring the employee's rights are respected while protecting the company's interests.
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1. Letter Header: Company letterhead, date, and formal reference number
2. Employee Information: Complete name, position, department, and employee ID of the recipient
3. Subject Line: Clear indication that this is a Letter of Concern/Warning regarding specific issue
4. Incident Details: Specific description of the incident(s) or behavior causing concern, including dates, times, and locations
5. Policy Violation: Reference to specific company policies, rules, or regulations that have been violated
6. Impact Statement: Explanation of how the behavior affects the workplace, team, or company operations
7. Expected Behavior: Clear statement of expected conduct and necessary improvements
8. Corrective Action: Specific actions required from the employee to address the concern
9. Timeline: Timeframe for implementing corrective actions and showing improvement
10. Consequences: Statement of potential consequences if the behavior continues
11. Closing: Invitation for discussion and signature blocks for all parties
1. Previous Warnings: Include if this is not the first instance of the concerning behavior
2. Performance Improvement Plan: Include if specific measurable improvements are required with detailed steps
3. Support Resources: Include if company offers relevant training, counseling, or other support services
4. Union Representative Notice: Include if employee is union-represented and entitled to union representation
5. Appeal Process: Include if company policy provides for formal appeal procedures
1. Incident Reports: Copies of relevant incident reports or documentation of specific events
2. Previous Communications: Copies of relevant prior verbal or written warnings
3. Company Policies: Copies of relevant company policies that were violated
4. Performance Records: Relevant performance evaluations or records if concern is performance-related
5. Improvement Plan Template: Structured template for documenting required improvements and timeline
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