How to Document Employee Performance Concerns

Useful performance notes describe observable work and the relevant expectation. A manager can record the date, the specific example, the impact on the work, and the conversation that followed.

Keep the record factual and respectful. Avoid labels, assumptions about intent, or details that are not needed to explain the work concern. Give the employee a chance to respond and note any agreed support or follow-up.

Documentation should fit your organization’s policies and be handled with care. For sensitive or high-risk matters, seek qualified HR or legal guidance before deciding what to do.