The Employee Letter of Concern For Poor Performance is a crucial document in the progressive discipline process under Saudi Arabian employment law. It is typically issued when an employee's performance falls below expected standards and after verbal warnings or informal discussions have not resulted in sufficient improvement. The document serves multiple purposes: it formally documents performance issues, complies with Saudi Labor Law requirements for written warnings, provides clear performance expectations, and establishes a framework for improvement. It should be used when there are specific, documented instances of poor performance that need to be addressed formally, but before moving to more severe disciplinary actions. The letter must be drafted in compliance with Saudi Labor Law provisions, particularly regarding employee rights and fair treatment in disciplinary procedures. It typically includes detailed performance concerns, specific examples, expected standards, improvement timelines, and available support resources.
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1. Letter Header and Date: Company letterhead, date, and reference number for proper documentation
2. Employee Information: Full name, employee ID, position, department, and duration of employment
3. Subject Line: Clear indication that this is a formal performance concern notice
4. Performance Issues Description: Specific examples of performance deficiencies with dates and incidents
5. Previous Communications: Reference to any verbal warnings or previous discussions about the performance issues
6. Impact Statement: Description of how the poor performance affects the team/department/company
7. Expected Standards: Clear outline of the performance standards required for the role
8. Improvement Plan: Specific actions required to improve performance and meet standards
9. Timeline: Clear timeframe for expected improvement and review period
10. Consequences: Statement of potential consequences if performance doesn't improve
11. Support Offered: Description of resources and support available to help improvement
12. Signature Block: Space for signatures of manager, HR representative, and employee acknowledgment
1. Prior Training Record: Include when the employee has received relevant training but still fails to perform
2. Performance Metrics: Include specific KPIs or metrics when quantifiable performance data is available
3. Cultural Sensitivity Statement: Include when dealing with expatriate employees to acknowledge cultural differences
4. Language Translation Note: Include when the employee's primary language is not Arabic or English
5. Remote Work Considerations: Include when performance issues are related to remote working arrangements
1. Performance Improvement Plan (PIP): Detailed plan with specific goals, timelines, and measurement criteria
2. Previous Warning Records: Copies of any previous verbal or written warnings
3. Performance Data: Charts, statistics, or other evidence of performance issues
4. Job Description: Current job description highlighting required performance standards
5. Meeting Notes: Documentation of previous performance discussions and agreed actions
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