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The Letter of Concern to Employee is a crucial document in Philippine employment practice, typically issued when an employee's performance, behavior, or compliance with company policies requires formal attention. This document represents an important step in progressive discipline, positioned between verbal warnings and more severe disciplinary actions. It must comply with the Philippine Labor Code, DOLE regulations, and relevant employment laws, ensuring proper documentation while maintaining the employee's right to due process. The letter serves multiple purposes: documenting the issue, communicating expectations clearly, establishing a timeline for improvement, and creating a formal record for HR purposes. It's particularly important in the Philippine context where employment termination requires just cause and due process, making proper documentation essential for potential future actions.

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

2. Employee Information: Complete name of employee, position/designation, department

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

4. Opening Statement: Professional greeting and purpose of the letter

5. Specific Concerns: Detailed description of the issue(s), including specific incidents, dates, and relevant policies violated

6. Impact Statement: Explanation of how the behavior/performance affects the workplace or business operations

7. Previous Communications: Reference to any prior verbal warnings or discussions about the issue

8. Expected Improvements: Clear outline of expected changes in behavior or performance

9. Timeline and Support: Specified period for improvement and available support resources

10. Consequences: Statement of potential consequences if no improvement is shown

11. Closing: Professional closing with invitation for discussion and signature blocks