Tips and info

Why Your Documentation Is Important

March 2005

UCeXpress relies upon your documentation. The documentation you create may be valuable if your decisions are later questioned or if you are called to be a witness at an unemployment hearing. This information will solidify the companyís position and help you recall what occurred. The objective of written documentation is to record warnings and incidents justifying termination and to explain reasons or events leading to a voluntary quit.

Why document?

  • Details may later be forgotten
  • Reason for separation given by the former employee may differ from your records
  • Supervisor may no longer be involved or employed by the company when a former employee applies for benefits
  • Unemployment claim may be filed, or a hearing scheduled over a year after separation

Document details supporting conclusions

  • Warnings & progressive discipline
  • Summarize dates and facts justifying disciplinary action
  • Outline plan for improvement
  • Define possible consequences if there is no improvement
  • Oral Warnings/Discussions
  • Summarize and document significant oral warnings and disciplinary conferences at time of occurrence
  • Take care in documenting actions requiring immediate discharge, e.g., fighting, theft, or other acts of dishonesty
  • Preserve important evidence

Document why employee resigned

  • Request a signed resignation letter if possible
  • If a transfer was offered, record reason(s) for refusal
  • Report job abandonment (e.g., no call, no show for three or more days) as a quit