Concern about conduct letter template
Our Concern about Conduct Letter Template helps address behavioural issues promptly, promoting a harmonious and professional workplace.
- 1 page / 159 words.
- Last updated 14/12/2024.
- Designed for United Kingdom use.
- Suitable for use in other territories; check local laws first.
- Instantly download as Word / PDF / plain text, or send by email.
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Concern about conduct letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Concern over conduct
Dear [Name]
I write further to our meeting today/ on [date] in which we discussed the following allegations:
- [list matters discussed].
During the meeting your explanation for this was:
- [insert reasons/comments stated by employee]
Having listened to your explanations in relation to the above, I have found
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A concern about conduct letter addresses inappropriate behaviour in the workplace, aiming to communicate the need for change. Clarity is crucial to avoid damage to relationships and trust.
This letter should be used after this is raised with the employee for the first time (before a verbal warning). An informal discussion is often all you need to improve an employee’s conduct.
Additional communication or disciplinary action might be necessary for persistent issues, emphasising a solution-oriented approach.
It is usually delivered to the Employee by the Employer / HR.
It should be actioned as soon as reasonably possible after cause of concern has occurred.
Compliance
Compliance
This Concern about conduct letter template incorporates relevant UK laws and HR standards, including those listed below:
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The Equality Act 2010: This act prohibits discrimination, harassment, and victimisation on the basis of various protected characteristics, such as age, race, gender, and disability. When issuing a concern about conduct letter, it is important to ensure that the letter does not contain any discriminatory language or actions.
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The Data Protection Act 2018: This act regulates the processing of personal data and provides individuals with certain rights over their personal data. When issuing a concern about conduct letter, it is important to ensure that any personal data is processed in accordance with the act and that the employee's rights are respected.
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The ACAS Code of Practice on Disciplinary and Grievance Procedures: This code provides guidance on how to handle disciplinary and grievance issues in the workplace. When issuing a concern about conduct letter, it is important to follow the guidance in the code to ensure that the process is fair and reasonable.
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the Concern about conduct letter template, to understand the workflow.
Disciplinary policy
Use this model disciplinary policy to help and encourage employees to improve, achieve and maintain standards of conduct, attendance and job performance.
Verbal (informal) warning letter
Our Verbal Warning Letter Template facilitates prompt informal resolution of performance issues, ensuring clear communication and promoting improvement.
Timings
Timings
Follow these best practice actions to get the most from the Concern about conduct letter template, guiding you before, during, and after implementation:
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| Step | Description | Responsibility | Timing |
| 1 | Observe and document specific concerning behaviour | Supervisor/Manager | As incidents occur |
| 2 | Schedule a private meeting with the employee | Supervisor/Manager | Within a few days |
| 3 | Discuss the concerns and provide feedback. Identify expectations for improvement and set a timeline | Supervisor/Manager | During the meeting |
| 4 | Issue the Concern about Conduct Letter to confirm the discussion outcomes, signed by the Supervisor/Manager | HR/Supervisor/Manager | Afte the meeting |
| 5 | Continue to monitor conduct | Supervisor/Manager | After the meeting |
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Concern about conduct letter template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. All of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise it for my organisation?
Yes, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
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Do I get instant access?
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
