The Employee Letter of Concern is a crucial document in Indonesian employment relations, serving as a formal written warning within the progressive discipline framework. This document is typically issued when verbal warnings have proven insufficient or when the severity of an issue requires immediate formal documentation. It must comply with Indonesian labor laws, particularly Law No. 13 of 2003 and related regulations, while adhering to any applicable company policies or collective labor agreements. The Letter of Concern should clearly articulate specific instances of underperformance or misconduct, establish clear expectations for improvement, and outline potential consequences of non-compliance. It serves both as a disciplinary measure and a developmental tool, providing a documented opportunity for the employee to address and correct identified issues before more severe actions are considered.
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1. Letter Header: Company letterhead, date, reference number, and formal business letter formatting
2. Employee Information: Full name, employee ID, position, department, and length of service
3. Subject Line: Clear indication that this is a Letter of Concern
4. Specific Issues: Detailed description of the performance or behavioral issues, including specific incidents, dates, and impact
5. Previous Communications: Reference to any verbal warnings, discussions, or prior documentation
6. Expected Improvements: Clear outline of required changes in performance or behavior
7. Timeline: Specific timeframe for expected improvements
8. Support and Resources: Description of what support will be provided to help the employee improve
9. Consequences: Clear statement of potential consequences if improvements are not made
10. Closing: Signature lines for manager, HR representative, and employee acknowledgment
1. Performance Improvement Plan (PIP): Detailed action plan with specific goals and metrics, used when more structured improvement tracking is needed
2. Training Requirements: Specific training or development activities required, included when skill gaps are identified
3. Union Representative Notice: Required when the employee is under union coverage
4. Interpreter Statement: Used when the letter needs to be translated or explained in another language
5. Employee Response Section: Space for employee to provide written comments or response to the concerns raised
1. Incident Report(s): Detailed documentation of specific incidents referenced in the letter
2. Performance Metrics: Charts or data showing performance issues when applicable
3. Meeting Minutes: Records of previous discussions about the issues
4. Relevant Company Policies: Copies of specific policies that have been violated or need to be referenced
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