How to Document Performance Concerns the Right Way (October 2026 TogetHR Times)
By Joan Klopfer
When managers identify a performance concern, their first instinct is often to write down what the employee did wrong. However, effective documentation is about more than recording an issue. It is about documenting the conversation that follows.
Before documenting a concern, managers should discuss the issue with the employee, ask questions, and give them an opportunity to explain what happened. In many cases, employees may be unaware that a problem exists or may provide important context that helps determine the appropriate next steps.
When documenting the conversation, focus on facts rather than opinions. Good documentation includes:
What happened, including relevant dates, times, and details
Any witnesses or others involved
The employee's explanation or response
Expectations for improvement moving forward
When and where the conversation took place
Avoid subjective statements such as "poor attitude," "lazy," or "never follows directions." Instead, document specific behaviors and observable facts.
Documentation should also be completed as soon as possible while the conversation is still fresh. Timely, objective documentation helps establish clear expectations, supports employee development, and creates a reliable record if future performance discussions become necessary.
As the saying goes, "If you didn't document it, it didn't happen." Good documentation is not about building a case against an employee. It is about creating clarity, accountability, and opportunities for improvement.
Bonus Tip: Don't limit documentation to performance concerns. Documenting positive achievements, growth, and strong performance throughout the year can make performance reviews more accurate and balanced while helping managers recognize employee contributions.
