The Employee Letter of Concern For Poor Performance is a crucial document in the Indonesian employment context, serving as a formal step in the performance management process under Indonesian Labor Law (UU Ketenagakerjaan No. 13/2003). This document is typically issued when an employee's performance falls below expected standards and after informal verbal discussions have not resulted in sufficient improvement. It forms part of the progressive discipline process required under Indonesian employment regulations, providing documentary evidence of fair treatment and due process. The letter should be drafted carefully to include specific performance issues, clear improvement expectations, and reasonable timelines, while ensuring compliance with both company policies and Indonesian labor laws. This document can serve as important supporting evidence if further disciplinary action becomes necessary, including potential termination proceedings as regulated under the Omnibus Law (UU Cipta Kerja No. 11/2020).
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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 regarding performance
4. Performance Issues: Specific, documented instances of poor performance with dates and examples
5. Previous Discussions: Reference to any verbal warnings or informal discussions about the performance issues
6. Expected Standards: Clear outline of the company's performance standards and expectations for the role
7. Improvement Plan: Specific, measurable actions required to improve performance
8. Timeline: Clear timeframe for expected improvement and review period
9. Consequences: Statement of potential consequences if performance does not improve
10. Support Offered: Description of resources and support available to help improve performance
11. Closing: Formal closing with signature lines for all relevant parties
1. Prior Training Record: Include when relevant training has been provided but performance remains unsatisfactory
2. Performance Metrics: Include specific KPIs and measurement criteria when position has quantifiable targets
3. Medical Accommodation: Include when employee has indicated health issues affecting performance
4. Language Translation: Include parallel text in Bahasa Indonesia if employee's primary language is not English
5. Union Representative Notice: Include when employee is covered by collective bargaining agreement
1. Performance Review History: Detailed log of previous performance evaluations and ratings
2. Improvement Action Plan: Detailed plan with specific goals, timelines, and measurement criteria
3. Meeting Minutes: Notes from performance discussion meetings related to the issues
4. Relevant Company Policies: Copies of specific company policies referenced in the letter
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