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The Disciplinary Letter of Concern is a crucial document in Hong Kong's employment landscape, typically used when an employee's conduct or performance requires formal attention but doesn't yet warrant more severe disciplinary action. This document is particularly relevant in the context of Hong Kong's Employment Ordinance (Cap. 57) and related employment regulations, serving as both a warning and a developmental tool. The letter should be issued after verbal discussions have proven insufficient but before more serious disciplinary measures are considered. It creates an official record of the concern, outlines specific incidents or behaviors that need addressing, provides clear expectations for improvement, and may be referenced in future employment decisions. The document must be carefully drafted to ensure compliance with Hong Kong's employment laws while maintaining a balance between formal warning and constructive guidance.

1. Letter Header and Date: Company letterhead, date, and reference number if applicable

2. Employee Information: Full name, position, department, and employee ID of the recipient

3. Subject Line: Clear indication that this is a Letter of Concern regarding specific conduct or performance issue

4. Incident Details: Specific description of the incident(s) or behavior causing concern, including dates and factual information

5. Impact Statement: Explanation of how the behavior affects the workplace, team, or company

6. Company Standards Reference: Reference to relevant company policies, procedures, or standards that have been breached

7. Required Improvements: Clear outline of the expected behavior or performance improvements required

8. Timeline: Specific timeframe for implementing the required improvements

9. Support Resources: Information about available resources or support to help the employee improve

10. Signature Block: Name and signature of the issuing manager/HR representative and space for employee acknowledgment