What You Should Actually Document About Your Employees

If you’ve ever thought to yourself, “Do I really need to write this down?” when it comes to an issue with an employee, then you are not alone. Many leaders hesitate to document because it feels time-consuming, uncomfortable, or unnecessary.

But here's the reality: what you document today can protect you and your business tomorrow.

Strong documentation not only keeps you compliant with the law, it also helps you lead more effectively and prevent costly misunderstandings. Let’s dive into the what, why, and how of documentation in the workplace.

Why Documentation is Essential

Documentation is more than a paper trail. It actually serves as a tool for:

• Accountability: When employees know you document important conversations, they take expectations more seriously.

• Clarity: Documentation reduces confusion—no more “I thought you said…” moments.

• Fairness: It ensures employees are treated consistently and decisions are backed by facts.

• Tracking Growth and Progress: It’s not just about problems. Documenting progress highlights strengths and career development opportunities.

• Legal Protection: If you ever face a lawsuit, audit, or unemployment claim, documentation is your evidence.

Think of documentation as more than just your safety net. You may not need it every day, but when you do, you’ll be glad it’s there. So what exactly should I document? Well, I'm glad you asked.

Here are six categories you should always capture in writing—with examples to bring them to life:

Performance Conversations

Any time you give formal or informal feedback, note it down. Remember this does not need to be complicated. It can be as simple as a note that says: “Discussed missed deadlines on 8/15 and agreed to use a weekly project tracker moving forward.”

Progress on Goals

Its important to track all progress. Remember, wins matter as much as challenges. Document both.

Policy-Related Issues

If there is any policy-related challenge or violation, such as attendance, conduct, or company policy, it belongs in writing.

Formal Changes

All major employment decisions should be written. These conversations should never be verbal-only. This is ripe space and opportunity for confusion. Think: promotions, demotions, pay raises, or significant role changes or adjustments.

Employee Concerns or Complaints

All employee complaints should be documented. If an employee raises an issue, document it—even if you’re unsure it’s “serious.” I will also add here, documentation is just the start. You should investigate all employee concerns or complaints. Document the concern, what actions the organization took to look into it, the outcome, and the follow-up with the employee.

Safety Incidents

All workplace injuries, accidents, or near-misses should be recorded. You should also document any corrective actions you took to make the worksite safer or to avoid future incidents.

How to Document Effectively

Remember to avoid turning documentation into gossip or assumptions. This is where you will want to stick to facts, not feelings.

Good documentation is:

• Timely: Write it down soon after the event.

• Factual: Stick to what happened, not how you felt about it.

• Specific: Include dates, times, and details.

• Consistent: Use the same process for every employee.

Ways to document:

• Follow-up emails: A short recap sent to the employee after a meeting.

• Manager notes: Keep a secure, private log of conversations.

• Official forms: Use structured templates for warnings, safety reports, or performance plans.

If it affects employee performance, compliance, safety, or your team’s culture—write it down.

At Cultivate HR Consulting, I help leaders take the guesswork out of HR. With the right documentation practices, you’ll not only protect your business—you’ll also build a workplace where employees can truly thrive.