Documenting Performance Concerns

Write notes about performance concerns that are factual, neutral and fair, so that you can support the employee, follow up on what was agreed and make consistent decisions.

Who it is for

• Managers and supervisors who need to record a concern about someone's work.

• Business owners without an HR department who handle staff issues themselves.

• Shift leads and field supervisors who see problems first and pass them on.

• HR staff who want a simple guide to give every leader.

The problem it solves

Most leaders were never taught how to write a note about a performance concern. Notes written weeks later, full of labels such as "bad attitude" or "always late," are hard to act on, easy to dispute and unfair to the employee. This guide teaches one simple test for every sentence, shows what to include and what to leave out, and gives you templates for observation notes and conversation records, with filled-in examples from a restaurant and an office.

What is inside

• How to use this guide (page 1; 1 page)

• Copyright and License (page 2; 1 page)

• Guide: factual, neutral and fair notes (pages 3 to 6; 4 pages)

• Templates (pages 7 to 9; 3 pages)

• Filled-in examples and answer key (pages 10 to 12; 3 pages)

• Editable Word version of everything above (14 pages)

How to use it

1. Read the guide once. It takes about twenty minutes.

2. Use the observation note to record what you saw, heard or read, on the same day.

3. Use the conversation record when you talk with the employee about the concern.

4. Check each note with the note quality check before you save it.

5. Store notes where your company policy says.

Check your HR policy and the rules for your location before you write, store or share notes about an employee. This guide gives general good practice only; it is not legal advice.

Formats and file types

• Printable PDF (12 pages), US Letter.

• Editable Word file (.docx, 14 pages) with each template as a form you can type into and reuse.

Frequently asked questions