Whether you're working in a retail or corporate environment, if you have concerns regarding your job you may need to raise these concerns with your boss. Stating your concerns via a letter allows your boss to clearly understand exactly what is concerning you without leaving room for misinterpretation, as all your thoughts and ideas are clearly expressed. To write a letter of concern to your boss, follow certain guidelines to ensure your concerns are laid out in a professional manner.
Outline your main concerns
Within the first paragraph of the letter, explain exactly why you're contacting your boss. Use the first two sentences to inform the reader you have concerns regarding the job, and follow up with a straight-to-the-point explanation as to what is bothering you. Within this section, outline the main topics of concern. For example:
"Hello, Mr. Smith. I am writing you as I have several concerns regarding the landscaping job assigned to my division. Throughout my observation, I have noticed employees showing up late, overly tired and operating machinery in an unprofessional manner."
Provide specific examples
Once the general purpose of the letter is explained, delve deeper into the situation by providing the reader with specific examples. This gives him a clear understanding of the situation and reduces the likelihood of your letter going unnoticed. For example:
"On the 1st of March, 2014, Jason S. Masters arrived at the job site at 10:45 a.m., which is 1.5 hours after his scheduled arrival time. Upon arriving, he appeared to be overly tired and began operating machinery without performing the standardised safety check. Later in the afternoon, I noticed several employees working with heavy machinery without wearing helmets or abiding by general safety precautions."
Avoid emotional statements
Throughout the letter-writing process, do not become overly emotional, as this tends to reduce the professionalism and legitimacy of the letter. Make sure all statements are factually based and free from emotional overtones. The goal of this letter is to provide your boss with necessary information to outline the exact causes of concern so he may take action, if he deems it necessary.
At the end of the letter, make suggestions regarding your concerns. Make sure these suggestions remain that, and not demands. Preceding a suggestion, use statements such as, "Do you think it would be best..." or "Perhaps it will be useful...." Use this section of the letter to introduce ideas you've had, but follow up this section with a request for a meeting to further discuss your concerns and exchange ideas to correct any issues.