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Use this model letter to notify an employee that you have a concern over their performance, that may warrant disciplinary action should it happen again.
This letter should be used after this is raised with the employee for the first time (before a verbal warning).
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
I refer to our meeting held on [date] at which we discussed my concerns with regards to your performance. This letter serves as notification of the outcome.
During the discussion, I stated my concerns regarding your performance. Specifically, [insert brief summary of topics highlighted at the meeting]. I listened to your comments that [explain significant points made by the employee in
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A Concern about Performance Letter is a document that is typically used by an employer to address an employee's unsatisfactory job performance. The letter is usually sent to an employee after the employer has noticed that the employee's work is not meeting the required standards or expectations.
The purpose of a Concern about Performance Letter is to bring the employee's attention to the areas where their performance is lacking and to outline the steps that the employee can take to improve their performance. The letter should be written in a professional and objective tone and should clearly identify the issues that need to be addressed.
The letter may include specific examples of the employee's unsatisfactory performance, such as missed deadlines, poor quality work, or failure to follow company policies and procedures. It may also outline the consequences of continued poor performance, such as disciplinary action, termination, or reassignment to a different role.
Overall, a Concern about Performance Letter is an important tool for employers to address and improve an employee's job performance. It provides a clear and formal way to communicate concerns and expectations, and can help to ensure that employees are meeting the required standards for their role.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Concern about performance letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
If you have employee performance concerns, this model guide will help you to agree improvement plans for them to achieve and maintain the standards expected.
Yes. This template has been designed for organisations of all sizes, including small businesses, charities and growing employers. It follows UK employment law best practice and can be adapted to suit your organisation.
Our templates are developed with UK employment legislation, Acas guidance and HR best practice in mind and are reviewed and updated as relevant requirements change. However, every employment situation is different, so the template should be adapted to the circumstances and checked against the employee's contract and your organisation's procedures before use.
Yes, we highlight the areas of the document 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.
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable format (such as .doc or .xls) so you can customise them easily, and in PDF format for easy sharing.
If you're looking for broader support, we also offer toolkits and library bundles that include the Concern about performance letter template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
AI can produce a document quickly, but effective HR documentation needs to be more than well-written words. It needs to reflect relevant UK employment law, HR best practice, practical considerations and the circumstances in which it will be used. These resources have been professionally developed around that wider HR context, drawing on extensive practical experience, rather than simply generating a generic document from a prompt.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing performance improvement processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
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