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Concern about conduct letter

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Our Concern about Conduct Letter Template helps address behavioural issues promptly, promoting a harmonious and professional workplace.

This letter should be used after this is raised with the employee for the first time (before a verbal warning). An informal discussion is often all you need to improve an employee’s conduct.

Reading time
How long to understand and implement this letter?
5 mins
Word count
How many words in this letter?
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What is a Concern about conduct letter?

A concern about conduct letter addresses inappropriate behaviour in the workplace, aiming to communicate the need for change. Clarity is crucial to avoid damage to relationships and trust. Additional communication or disciplinary action might be necessary for persistent issues, emphasising a solution-oriented approach.

Best practice timescale for this to be issued
When should this letter be issued?
As soon as reasonably possible after cause of concern has occurred
Issued by who, to whom
Who should issue this letter, and to whom?
The Employer (you) to the Employee
Applicable legal jurisdictions
In which jurisdictions can this letter be used?
Great Britain & NI (United Kingdom), Worldwide

How can I ensure that this letteris executed effectively?

Step Description Responsibility Timing
1 Observe and document specific concerning behaviour Supervisor/Manager As incidents occur
2 Schedule a private meeting with the employee Supervisor/Manager Within a few days
3 Discuss the concerns and provide feedback. Identify expectations for improvement and set a timeline Supervisor/Manager During the meeting
4 Issue the Concern about Conduct Letter to confirm the discussion outcomes, signed by the Supervisor/Manager HR/Supervisor/Manager Afte the meeting
5 Continue to monitor conduct Supervisor/Manager After the meeting

What legislation and best practice guidelines have been taken into account in the development of this template?

United Kingdom

When issuing a concern about conduct letter in the UK, there are several key employment laws that should be considered. These laws are designed to protect the rights of employees and ensure that the employer is acting fairly and legally. Some of the key employment laws to consider include:

  1. The Equality Act 2010: This act prohibits discrimination, harassment, and victimization on the basis of various protected characteristics, such as age, race, gender, and disability. When issuing a concern about conduct letter, it is important to ensure that the letter does not contain any discriminatory language or actions.

  2. The Data Protection Act 2018: This act regulates the processing of personal data and provides individuals with certain rights over their personal data. When issuing a concern about conduct letter, it is important to ensure that any personal data is processed in accordance with the act and that the employee's rights are respected.

  3. The Employment Rights Act 1996: This act sets out the rights and responsibilities of employees and employers, including the right to receive a written statement of terms and conditions of employment. When issuing a concern about conduct letter, it is important to ensure that the letter complies with the requirements of the act and that the employee's rights are respected.

  4. The ACAS Code of Practice on Disciplinary and Grievance Procedures: This code provides guidance on how to handle disciplinary and grievance issues in the workplace. When issuing a concern about conduct letter, it is important to follow the guidance in the code to ensure that the process is fair and reasonable.

By considering these key employment laws when issuing a concern about conduct letter, employers can ensure that they are acting fairly and legally and protecting the rights of their employees.

Other territories

Consult your jurisdiction's employment legislation or labor laws to ensure compliance with the template. Review the language for local precision.

Concern about conduct [Delete this line]

[Company name]

[Sender address]



[Recipient name]

[Recipient address]


Dear [Recipient first name],


Concern over conduct

Dear [Name]

I write further to our meeting today/ on [date] in which we discussed the following allegations:

  • [list matters discussed].

During the meeting your explanation for this was:

  • [insert reasons/comments stated by employee]

Having listened to your explanations in relation to the above, I have found them to be unsatisfactory for the following reasons:

  • [Insert explanation]

However, I have decided that on this occasion, no formal disciplinary action will be taken against you in relation to the matters discussed.

Whilst no formal disciplinary action is being taken at this time, I do require that an immediate and sustained improvement to be made in relation to the following:

  • [List instructions and/or agreed improvements]

Please note that whilst I have decided not to take any action this time, should there be a repeat of any of the above offences, the disciplinary procedure may be invoked and appropriate disciplinary action may be taken.

Yours [faithfully | sincerely],



[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]

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Concern about conduct letter template
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Verbal warning letter template

Our Verbal Warning Letter Template facilitates prompt resolution of performance issues, ensuring clear communication and promoting improvement.

Concern about conduct letter
concern about conduct letter