Letter of Concern
What is this form?
The Letter of Concern is a formal document used by an immediate supervisor to address an employee's excessive use of sick time. This letter aims to communicate concerns regarding absenteeism while providing support for the employee to seek help if needed. It is different from other disciplinary letters as it focuses on concern and assistance rather than punishment.
Main sections of this form
- Name of Employee: The individual being addressed in the letter.
- Name of Immediate Supervisor: The supervisor communicating the concern.
- Date: The date when the letter is written.
- Subject Line: Clearly states the purpose of the letter.
- Body: Addresses the employeeâs absenteeism and offers support.
- Closing: Includes a signature line for the supervisorâs title.
When to use this document
This form should be used when a supervisor notices a pattern of excessive sick leave taken by an employee. It can be used in situations where the supervisor believes the employee may benefit from assistance or support. This letter is appropriate during the early stages of addressing absenteeism, serving as a proactive step before more formal disciplinary action is considered.
Who should use this form
- Immediate supervisors who manage employees with absenteeism issues.
- Human Resources personnel who need to document concerns regarding employee attendance.
- Any organization that seeks to maintain employee morale while addressing attendance issues.
Completing this form step by step
- Identify the employee and supervisor: Fill in the respective names of the employee and supervisor.
- Enter the date: Add the current date to the letter.
- Write the subject: Clearly state the purpose as "Letter of Concern."
- Detail the concern: Provide a brief explanation of the excessive sick time usage.
- Offer assistance: Mention the companyâs employee assistance program and encourage the employee to reach out if needed.
- Sign and title: The supervisor should sign and provide their job title at the end of the letter.
Notarization guidance
This form usually doesn’t need to be notarized. However, local laws or specific transactions may require it. Our online notarization service, powered by Notarize, lets you complete it remotely through a secure video session, available 24/7.
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Make edits, fill in missing information, and update formatting in US Legal Forms—just like you would in MS Word.
Download a copy, print it, send it by email, or mail it via USPS—whatever works best for your next step.
Sign and collect signatures with our SignNow integration. Send to multiple recipients, set reminders, and more. Go Premium to unlock E-Sign.
If this form requires notarization, complete it online through a secure video call—no need to meet a notary in person or wait for an appointment.
We protect your documents and personal data by following strict security and privacy standards.
Mistakes to watch out for
- Leaving out key details such as names and dates.
- Using a confrontational tone rather than a supportive one.
- Failing to mention available employee assistance programs.
- Not providing a clear path for the employee to respond.
Why complete this form online
- Convenience: Download and access the form anytime from anywhere.
- Editability: Easily customize sections to meet specific needs and situations.
- Reliability: Ensure the use of templates created by licensed attorneys, reducing the risk of errors.
Legal use & context
- This form serves as a formal record of communication regarding attendance issues.
- It can be beneficial in cases of potential future disputes over employee absences.
- Utilizing this letter may help in documenting supervisory concerns and efforts to assist employees.
Main things to remember
- The Letter of Concern is essential for addressing excessive sick leave professionally.
- It opens communication channels to support the employee's health and return to work.
- Complete the form by providing specific details and company resources effectively.
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FAQ
When addressing a letter To Whom It May Concern, the entire phrase is typically capitalized, then followed by a colon: To Whom It May Concern: Leave a space after it, then start the first paragraph of the letter.
Be clear and concise. State exactly what you want done and how long you're willing to wait for a response. Don't write an angry, sarcastic, or threatening letter. Include copies of relevant documents, like receipts, work orders, and warranties. Include your name and contact information.
The non-statutory Acas guide: discipline and grievances at work, which accompanies the code, states that warnings should normally be live only for a set period, for example six months for a first written warning and 12 months for a final written warning.
Keep your letter to the point. You need to give enough detail for your employer to be able to investigate your complaint properly. keep to the facts. never use abusive or offensive language. explain how you felt about the behaviour you are complaining about but don't use emotive language.
A letter of concern is an informal warning as well as being a pre-cursor to a formal disciplinary if your performance doesn't improve. You cannot just ignore it or not sign it hoping it will go away. If they have taken action and written you a letter then it is up to you to counteract it.
A letter of concern is an informal warning as well as being a pre-cursor to a formal disciplinary if your performance doesn't improve. You cannot just ignore it or not sign it hoping it will go away. If they have taken action and written you a letter then it is up to you to counteract it.
Model Letter In this paragraph say who you are and give your child's full name and current class placement. Say something positive about your child's situation here, before you state your reason for writing. BRIEFLY, explain why you are writing. Give relevant history and facts that support your concerns.
Frame the Issue. Before you lodge a complaint, examine its relevance. State Reasons for Writing. Start the letter by briefly stating your reason for writing it. Provide Chronology of Events. State Desired Remedy.
A letter of concern does not last for a specific length of time, in fact it is not a formal concept anyway and one which is only issues at the employer's discretion and under their own disciplinary rules.
