Concern about conduct letter template
Our Concern about Conduct Letter Template helps address behavioural issues promptly, promoting a harmonious and professional workplace.
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.
5 mins
What is a Concern about conduct letter?
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. Additional communication or disciplinary action might be necessary for persistent issues, emphasising a solution-oriented approach.
As soon as reasonably possible after cause of concern has occurred
The Employer (you) to the Employee
Great Britain & NI (United Kingdom), Worldwide
What steps should I take to ensure the effective, compliant execution of this letter?
| 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 |
What legislation or best practices underpin this template / should I be aware of?
When issuing a concern about conduct letter in the UK, there are several key employment laws that should be considered. These laws are designed to protect the rights of employees and ensure that the employer is acting fairly and legally. Some of the key employment laws to consider include:
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The Equality Act 2010: This act prohibits discrimination, harassment, and victimization 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 Employment Rights Act 1996: This act sets out the rights and responsibilities of employees and employers, including the right to receive a written statement of terms and conditions of employment. When issuing a concern about conduct letter, it is important to ensure that the letter complies with the requirements of 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.
By considering these key employment laws when issuing a concern about conduct letter, employers can ensure that they are acting fairly and legally and protecting the rights of their employees.
Other territories
Refer to your local employment legislation / labor laws to support the execution of the template. Review the wording for local accuracy.
Concern about conduct [Delete this line]
[Company 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 them to be unsatisfactory for the following reasons:
- [Insert explanation]
However, I have decided that on this occasion, no formal disciplinary action will be taken against you in relation to the matters discussed.
Whilst no formal disciplinary action is being taken at this time, I do require that an immediate and sustained improvement to be made in relation to the following:
- [List instructions and/or agreed improvements]
Please note that whilst I have decided not to take any action this time, should there be a repeat of any of the above offences, the disciplinary procedure may be invoked and appropriate disciplinary action may be taken.
Yours [faithfully | sincerely],
[Sender name]
[Sender job title]
[Sender telephone]
[Sender email]
What communication / process sequence is this part of?
Verbal (informal) warning letter template
Our Verbal Warning Letter Template facilitates prompt informal resolution of performance issues, ensuring clear communication and promoting improvement.
- It's easily editable and implementable, saving you time and money
- It's designed by CIPD accedited Chartered HR practitioners with operational experience in this area
- You will maintain compliance with ACAS guidelines, legislation, and industry best practices
- Email notifications for any updates made to this template or its accompanying materials
- 12 months of unrestricted access without any additional costs (any update in that period is free to you)
- A 25% discount on all library, toolkit, and template purchases/renewals
