The Letter of Concern to Employee is a crucial document in Canadian employment relations, typically used as part of a progressive discipline approach when verbal discussions have not resulted in the desired improvement. This document serves as an intermediary step before more severe disciplinary actions and creates a formal record of the employer's concerns and communication efforts. It should clearly outline specific instances of concerning behavior or performance issues, set clear expectations for improvement, and document the support and resources available to the employee. The letter must comply with Canadian employment standards and human rights legislation, while maintaining professional communication standards. This document is particularly important as it may be referenced in future employment decisions or legal proceedings, making it essential to ensure proper documentation and fair treatment in accordance with Canadian employment law.
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1. Header Information: Company letterhead, date, recipient's name and address, and subject line clearly indicating this is a Letter of Concern
2. Purpose Statement: Clear statement indicating the purpose of the letter and the general nature of the concern
3. Specific Incidents: Detailed description of the specific incident(s) or behavior(s) causing concern, including dates and factual information
4. Impact Statement: Explanation of how the behavior or performance issue affects the workplace, team, or organization
5. Previous Communications: Reference to any previous verbal or written discussions about the issue
6. Expected Changes: Clear outline of the specific improvements or changes required from the employee
7. Timeline: Specific timeframe for implementing the required changes and when progress will be reviewed
8. Support Resources: Information about available resources or support to help the employee improve
9. Consequences: Clear statement of potential consequences if the required improvements are not made
10. Closing: Professional closing with invitation for discussion and signature blocks
1. Performance Improvement Plan Reference: Include when the letter is accompanied by a formal Performance Improvement Plan
2. Union Representative Notice: Include when the employee is represented by a union and has the right to union representation
3. Employee Assistance Program Information: Include when personal issues may be contributing to the workplace concern
4. Training Requirements: Include when specific training or education is required as part of the improvement process
5. Acknowledgment Section: Include when receipt confirmation from the employee is required
1. Incident Report Forms: Copies of any relevant incident reports or documentation of specific events
2. Performance Records: Relevant performance reviews or documentation supporting the concerns raised
3. Meeting Notes: Notes from previous discussions about the issue
4. Relevant Policies: Copies of company policies that relate to the concern being addressed
Authors
Relevant legal definitions
Clauses
Relevant Industries
Healthcare
Education
Financial Services
Manufacturing
Retail
Technology
Professional Services
Public Sector
Construction
Hospitality
Transportation
Non-Profit
Telecommunications
Energy
Mining
Relevant Teams
Human Resources
Legal
Operations
Management
Employee Relations
Personnel Administration
Compliance
Professional Standards
Labor Relations
Relevant Roles
Human Resources Manager
HR Business Partner
Department Manager
Supervisor
Team Lead
Operations Manager
General Manager
Department Director
HR Director
Chief Human Resources Officer
Employee Relations Specialist
HR Coordinator
Performance Management Specialist
Line Manager
Project Manager
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