Letter of Concern
What this document covers
The Letter of Concern is a formal document used by an immediate supervisor to address concerns regarding an employee's excessive sick leave. This letter serves as a way to communicate the issue while also providing support for the employee. Unlike more informal communications, this letter clearly outlines the supervisor's concerns and any available assistance, such as employee assistance programs. This ensures a professional and respectful approach to workplace health and attendance issues.
Form components explained
- Employee's name and contact information
- Supervisor's name and designation
- Date of the letter
- Expresses concern regarding excessive sick time usage
- Offers resources for assistance, such as the employee assistance program
- Encourages communication about potential modifications for returning to work
State-specific compliance details
This form is a general form that can be adapted for use in different states. Since each state has its own laws, make any needed updates before completing it.
Common use cases
This form is appropriate to use when an employee has been taking an unusual amount of sick leave, raising concerns about their well-being or attendance. It is a proactive step in managing workplace health issues and ensures that employees are aware of available resources to help them during difficult times. Use this letter to formally express concern while maintaining a supportive tone.
Intended users of this form
- Immediate supervisors who need to address attendance issues with their employees
- Managers looking to document concern about an employee's health-related absences
- Human resources personnel who support supervisors in addressing employee attendance
How to prepare this document
- Identify the employee: Enter the full name of the employee at the beginning of the letter.
- Fill in supervisor details: Include the name and title of the person writing the letter.
- Insert the date: Add the date on which the letter is being issued.
- Express concerns: Clearly state the reason for the letter regarding the excessive use of sick time.
- Provide resources: Mention the availability of the employee assistance program and encourage the employee to reach out if needed.
- Sign and date: Provide the supervisor's signature and title at the end of the letter.
Is notarization required?
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.
Avoid these common issues
- Failing to personalize the letter for the specific employee.
- Using vague language instead of clearly stating concerns.
- Neglecting to mention available support resources.
- Omitting follow-up actions or next steps for the employee.
Benefits of using this form online
- Easy access and immediate downloads, allowing for quick response.
- Editability to customize the letter to fit specific situations.
- Reliability, as the form is drafted by licensed attorneys, ensuring its legal soundness.
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.
Form popularity
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.
