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The Letter of Counseling is a crucial human resource management tool used in Nigerian organizations to formally address employee performance or conduct concerns. This document is typically issued when verbal counseling has proven insufficient or when formal documentation of an issue is required. The letter serves multiple purposes: it clearly communicates performance expectations, documents specific incidents or concerns, outlines required improvements, and establishes a timeline for correction. Under Nigerian employment law, such documentation is essential for maintaining proper employee records and can be crucial in potential legal proceedings. The Letter of Counseling should be drafted in compliance with Nigerian labor laws, particularly the Labour Act and constitutional provisions regarding fair hearing and employee rights. It represents an intermediate step in the progressive discipline process, positioned between verbal warnings and more severe disciplinary actions.

1. Letter Header: Official letterhead, date, recipient's name and address, and subject line

2. Opening Statement: Purpose of the letter and reference to any previous discussions or incidents

3. Issue Description: Clear and specific description of the performance or conduct concern

4. Impact Statement: Explanation of how the issue affects the workplace, team, or organization

5. Previous Actions: Documentation of prior verbal warnings or discussions about the issue

6. Expected Improvements: Clear outline of expected behavior or performance improvements

7. Support and Resources: Available resources or assistance to help employee improve

8. Timeline: Specific timeframe for expected improvements

9. Consequences: Potential consequences if improvements are not made

10. Closing: Expression of confidence in employee's ability to improve and invitation for discussion

11. Signature Block: Supervisor's signature, title, and acknowledgment section for employee