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The Employee Letter of Concern is a crucial document in Dutch employment practice, serving as a formal written warning and documentation of workplace issues. It is typically used when verbal warnings have not resulted in desired improvements or when the severity of an issue requires immediate formal documentation. The letter must comply with Dutch labor laws, including the Dutch Civil Code (Burgerlijk Wetboek) and relevant workplace regulations. It forms part of the employee's personnel file and may be referenced in future employment decisions or legal proceedings. The document should be specific, factual, and constructive, outlining clear expectations and improvement paths while protecting both employer and employee rights under Dutch law. Proper implementation of an Employee Letter of Concern requires careful consideration of privacy regulations (GDPR), potential involvement of works councils, and adherence to any applicable collective labor agreements (CAOs).

1. Header Information: Company letterhead, date, employee's name and contact details, and subject line clearly stating 'Letter of Concern'

2. Specific Issue Description: Clear and factual description of the problem behavior or performance issue, including specific incidents with dates and examples

3. Previous Communications: Reference to any verbal warnings, previous discussions, or other attempts to address the issue

4. Impact Statement: Explanation of how the behavior or performance issue affects the workplace, team, or company

5. Expected Standards: Clear outline of the company's expectations and required standards of performance or behavior

6. Improvement Plan: Specific actions the employee needs to take to improve and meet expectations

7. Timeline and Review Period: Clear timeline for expected improvement and when progress will be reviewed

8. Consequences: Statement of potential consequences if improvement is not achieved

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

10. Closing: Invitation for discussion and signature requirements