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Concern about performance letter

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Use this model letter to notify an employee that you have a concern over their performance, that may warrant disciplinary action should it happen again.

This letter should be used after this is raised with the employee for the first time (before a verbal warning).

Reading time
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5 mins
Word count
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What is a Concern about performance letter?

A Concern about Performance Letter is a document that is typically used by an employer to address an employee's unsatisfactory job performance. The letter is usually sent to an employee after the employer has noticed that the employee's work is not meeting the required standards or expectations.

The purpose of a Concern about Performance Letter is to bring the employee's attention to the areas where their performance is lacking and to outline the steps that the employee can take to improve their performance. The letter should be written in a professional and objective tone and should clearly identify the issues that need to be addressed.

The letter may include specific examples of the employee's unsatisfactory performance, such as missed deadlines, poor quality work, or failure to follow company policies and procedures. It may also outline the consequences of continued poor performance, such as disciplinary action, termination, or reassignment to a different role.

Overall, a Concern about Performance Letter is an important tool for employers to address and improve an employee's job performance. It provides a clear and formal way to communicate concerns and expectations, and can help to ensure that employees are meeting the required standards for their role.

Applicable legal jurisdictions
In which jurisdictions can this letter be used?
Great Britain & NI (United Kingdom), Worldwide

Concern about performance [Delete this line]

[Company name]

[Sender address]



[Recipient name]

[Recipient address]


Dear [Recipient first name],

I refer to our meeting held on [date] at which we discussed my concerns with regards to your performance. This letter serves as notification of the outcome.

During the discussion, I stated my concerns regarding your performance. Specifically, [insert brief summary of topics highlighted at the meeting]. I listened to your comments that [explain significant points made by the employee in the meeting].

As we mentioned, I want to make sure you have the resources you need to succeed in your job. As a result, I have promised to [insert information about what the employee's manager will do to assist his/her performance].

[You have agreed, in turn, that [insert specifics of measures employee has promised to do to enhance his/her performance].]


In order to perform at an acceptable standard, you must [insert details of what the employee must do to enhance performance].

I hope that these actions will raise your performance and that no additional action is required. If I do not observe the necessary progress, I may decide to take further steps, which may include formal action within the Company disciplinary procedure].

Meanwhile, if you have any questions concerning the issues highlighted in this letter, please do not hesitate to contact me.

Yours [faithfully | sincerely],



[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]

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In which communication or process sequence does this template belong?

Previous step
Guide to performance improvement plans

If you have employee performance concerns, this model guide will help you to agree improvement plans for them to achieve and maintain the standards expected.

This step
Concern about performance letter template
Next step
First performance improvement meeting notification letter template

Use this template to arrange the first formal performance improvement plan meeting after previous informal discussions have not produced any progress.

Concern about performance letter
concern about performance letter