Tips and info

Written documentation is key

October 2004

UCeXpress relies upon your documentation. It's easy, among the many items demanding your attention, to put off or omit the documentation of the disciplinary actions you take. However, the documentation you create may be valuable to you if your decisions are later questioned by any of several governmental agencies. In particular, if you are called to be a witness at an unemployment hearing, this information will solidify the company's position and help you recall what occurred. The objective of written documentation is to record warnings and incidents justifying termination or to explain reasons and/or events leading to a voluntary quit. Consider the following suggestions:

Guidelines on documentation

  • Keep evidence of rule or policy violations, including indication employee knew applicable rules/policies.
  • Issue written warnings if appropriate. Obtain employee's signature if possible. Cite specific rule or policy violation in warnings.
  • Warnings should define expectations and consequence(s) of future violations.
  • Record and summarize disciplinary discussions. Consider having a witness present for important disciplinary discussions that may result in discharge.
  • Confirm reasons for discharge in writing. Consult your Personnel Department for advice if needed.
  • Request letters of resignation, if possible, from employees who quit or consider an exit interview.
  • Document problems, complaints or personal issues that may have influenced a quit. Note options, leaves of absence or transfers that were offered.

Importance of documentation

  • Memory is often unreliable.
  • The best records are often key to resolving issues of credibility. In most cases, the claimant will have a very different view of what happened.
  • Supervisors and other witnesses may not be available when a claim is filed or a hearing scheduled.

Note: Document details. State the facts, not conclusions.

For questions relating to this issue or any other personnel related matter please feel free to call Maureen Marfell, Personnel Services Director at (800) 442-4867 ext. 145.