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The Employee Letter of Concern For Poor Performance is a crucial HR document used in Canadian workplaces when formal documentation of performance issues becomes necessary. It serves as an intermediate step in the performance management process, typically issued after verbal warnings but before more severe disciplinary actions. The document must comply with Canadian federal and provincial employment standards, human rights legislation, and privacy laws. It is used when an employee's performance falls consistently below expected standards, requiring formal documentation of concerns, specific improvement requirements, and consequences. The letter becomes part of the employee's permanent record and may be referenced in future employment decisions, making it essential for proper documentation and legal compliance. It should clearly outline performance issues, expected standards, improvement plans, and timeline for rectification while maintaining professionalism and fairness.

1. Letter Date and Contact Information: Current date and formal company letterhead, employee's name and contact information

2. Subject Line: Clear indication that this is a formal letter of concern regarding performance

3. Opening Statement: Brief introduction stating the purpose of the letter and reference to any previous verbal discussions

4. Performance Issues: Specific details of performance concerns, including dates, incidents, and examples

5. Impact Statement: Description of how the performance issues affect the team, company, or business operations

6. Expected Standards: Clear outline of the performance standards expected for the role

7. Improvement Plan: Specific, measurable actions required to improve performance

8. Timeline: Clear timeframe for expected improvements and review periods

9. Support Resources: Available resources and support to help employee improve

10. Consequences: Clear statement of potential consequences if performance doesn't improve

11. Closing: Professional closing with signature lines for all relevant parties